Senior Administrative Assistant

Description

Job posted until Monday, September 29th at 9:00am.

Entry salary is $35,553.56 ($18.23/hour)

General Description:

The purpose of this position is to perform clerical and technical functions in support of the Criminal Investigation Bureau, and Civil Process unit. Responsibilities include managing civil paper services, handling invoices for Animal Control, answering phone calls and emails, and preparing deposit and grant reports. This role also involves maintaining office supplies, designing social media graphics, assisting with case assignments and forensic phone downloads, and performing general office duties. The Assistant helps plan community events, and manages filing systems for civil, DSS, and Animal Control documents. This position involves overseeing daily and monthly reports and entering civil process documents. In addition, aids in preparing case files for Investigators within CIB and supply’s Solicitor’s office with case file documentation, and video / audio evidence. 

Essential Job Duties:

To perform this job successfully, an individual must be able to perform the essential job duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the duties herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out but may be considered incidental in the performance of this job.

• Enters civil process documents.
• Assists in preparing and mailing internal affairs letters and correspondence.
• Assigns daily reports to the proper officer/investigator.
• Runs NCIC reports as needed.
• Runs Clear reports as needed.
• Downloads video interviews for case files.
• Assists in obtaining medical files for victims.
• Assists with media requests when needed.
• Downloads case file documents for the solicitor’s office.
• Prepares case solvability worksheets for property crimes.
• Prepares monthly grand jury reports for CIB and Narcotics.
• Prepares and maintains incident log spreadsheets for CIB.
• Organizes multi-agency meetings, takes notes, and sends BOLOs for information.
• Receives and forwards messages for community services and CID.
• Files case file reports, sends and receives information for other agencies, ROCIC, and Leads on Line.
• Assists the Captain and Lt with correspondence, interviews, and memos.
• Manages daily civil paper service and assigns them to the appropriate staff.
• Handles invoices for Animal Control and updates the ledger with expenditures and credits.
• Answers phone calls for the Sheriff, takes messages, and forwards them to the appropriate staff member.
• Responds to emails from other departments and agencies.
• Completes deposit forms and prepares grant reports for submission.
• Maintains inventory for supplies needed by officers and office staff.
• Designs graphics for the department’s social media profiles.
• Assists investigators by assigning cases and compiling information for reports.
• Performs forensic phone downloads and analyzes the information.
• Handles daily office duties including printing cases for the solicitor’s office.
• Compiles data for crime mapping.
• Orders office supplies as needed.
• Plans and coordinates community events when requested.
• Prepares DSS Service of Process reports monthly, mails out certified restricted letters, and documents tracking numbers/type of letter for invoicing.
• Counts and tallies all OCSO warning citations each month for SCDPS report.
• Manages filing systems for civil, DSS, Animal Control, and warning citations.
• Gathers quotes, prepares requisitions, and manages balances for Animal Control purchase orders.
• Assists the Road Patrol Bureau, Sheriff, Chief Deputy, and Cultural Awareness Director with clerical and administrative tasks.
• Performs other related duties as assigned.

Requirements

Knowledge, Skills, And Abilities:

Knowledge of basic office procedures and policies.

Knowledge of local government policies and procedures.

Knowledge of general accounting and bookkeeping principles.

Organizational Skills.

Ability To Multitask.

Ability to communicate effectively orally and in writing.

Customer service and interpersonal skills.

Computer skills and knowledge in MS Office and Publisher.

Education And Experience:

High School Diploma or equivalent, and two (2) years of related work experience; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Licenses, Certifications, Or Registrations:

Required:  NCIC Certification.

Preferred: None.

Physical Demands:

The work is light work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. 

Work Environment:

Work is performed in a relatively safe, and secure work environment. The work is typically performed while intermittently standing, stooping, walking, bending, or crouching. The employee frequently lifts light and heavy objects, climbs ladders, and uses tools or equipment requiring a high degree of dexterity.