EXECUTIVE ASSISTANT

General Statement of Duties

Under general direction, performs a variety of responsible, complex, and confidential administrative, technical, and secretarial support duties for the Sheriff and his Executive Staff; exercises judgment and tact in responding to, and dealing with other law enforcement agencies, members of the community, and public officials.

Classification Summary

The principal function of an employee in this class is to work directly for the Sheriff and the Sheriff’s Executive Staff. Considerable independent judgement is granted in this position. The principal duties of this class are performed in an office environment; however, travel may be required up to 10% of the assigned work time.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

• Provides comprehensive administrative support to the Sheriff, including managing calendars, scheduling, handling correspondence, and organizing travel arrangements.
• Coordinates the scheduling of major activities and workflow to accomplish operating objectives.
• Provides staff assistance in operations, administration, organization, and budgeting of a department or division. Assists in developing revenue projections and financial forecasts for the budget process.
• Oversees and performs purchasing, accounting, inventory control, and budget monitoring functions to assist in providing fiscal accountability. Uses established policies, methods and procedures to purchase supplies, materials, or equipment and provides required documentation.
• Assures that appropriate fiscal records and reports are prepared.
• Assists in personnel administration functions by maintaining personnel records; may assist in recruitment, hiring and training of technical or professional staff.
• Researches, analyzes and interprets statistical and other data; prepares written reports and makes recommendations regarding their feasibility based upon studies, surveys and analyses.
• Prepares correspondence, files, reports, internal memos, personnel documents (i.e. promotional, transfer, conditional hire) letters, forms, and other written documentation; may review and process documents such as contracts, agreements, bids and petitions.
• Acts as a liaison with other departments and outside agencies to coordinate activities; provides detailed information and assistance to staff, officials, organizations and the public regarding agency operations and policies.
• Facilitate complex travel arrangements for staff ensuring adherence to adopted policies and procedures.
• Maintain strict confidentiality and discretion in all communications.
• Manage interactions and communications on behalf of the Sheriff, assessing inquiries, providing information, and directing requests to appropriate staff or external partners.
• Prepare and draft official memoranda and correspondence on behalf of the Sheriff.
• Collaborates with the Elmore County Grant Writer to seek out additional funding opportunities to offset tax-based budget and maintain necessary reports for all grant compliance measures.
• Execute high-level special projects and assignments as needed, contributing to the strategic goals of the Elmore County Sheriff’s Office.
• Maintain databases of required processes.
• Acts as Records Custodian, oversees the maintenance and organization of Sheriff’s Office personnel and operational files, ensuring compliance with public records laws and coordinating responses to records requests.
• Responds to citizens’ questions and comments in an accurate and timely manner.
• Performs all activities in accordance with County and State policies, procedures, and safety practices.
• Maintains a database of contracts, MOUs and Agreements with outside law enforcement, contractors, volunteers and federal agencies.
• Performs other related duties as required

Knowledge, Skills and Abilities

Knowledge of:

• Microsoft Office Programs and general office equipment.
• The organization, functions, and activities of local government and the Office.
• The correct use of English grammar
• Telephone, office, and online etiquette

Ability to:

• Type 50 wpm
• Take initiative regarding assigned tasks;
• Handle a variety of tasks simultaneously and prioritize assigned duties as needed, meeting all deadlines;
• Maintain administrative details with minimum supervision;
• Deal with the public in a courteous and diplomatic manner and maintain confidentiality of information;

Acceptable Experience and Training

• 5 years of experience performing secretarial/administrative duties OR
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications

• Able to pass a background check, polygraph, and drug testing;
• Possess and maintain a valid driver’s license.

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate computer and office equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office setting and lift or move up to 10 pounds.

Position to remain open until filled.