Office Assistant

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

Responsible for office support of various administrative departments, including Finance, Civil Process, and others as needed. Responsible for complex technical and professional work in the preparation and administration of the Dukes County Sheriff’s Office budget and grants; maintenance of state financial accounts, including the Inmate, Canteen and Civil Process accounts; and for implementation of the financial and management records systems. Supports the administration of the Sheriff’s Department’s civil process service and related functions; general administrative office support, and all other related work, as required. 

SUPERVISION

Works under the administrative direction of the Assistant Director of Finance or designee, within a broad scope of established policies and procedures of the Sheriff and the Commonwealth of Massachusetts. Receives direction, training and feedback as necessary from Department Heads as is appropriate for department-specific assignments. 

Performs assignments of a diverse nature, requiring the application of established financial practices and procedures to problems and situations within the limitations of accepted standards or precedents. Plans and executes assignments using initiative, and coordinating with others as needed.

JOB ENVIRONMENT

Work is generally performed under typical office conditions in different facilities operated by the Sheriff’s Office. 

Operates computer equipment, calculator, telephone, copier, fax, and other standard office equipment, including portable and remote work devices, such, e.g. smart phone, etc.

Work involves frequent interdepartmental and public interaction with outside agencies requiring considerable discretion, resourcefulness and persuasiveness to achieve desired objectives; makes regular contacts with state and local agencies; contacts are by telephone, in person, and in writing. 

Errors could result in a delay of service delivery, excessive costs, monetary loss, and have direct financial or legal repercussions.

ESSENTIAL FUNCTIONS (The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Responsible for daily administration of Accounts Payable and Accounts Receivable, and maintenance of related financial reports, including bank statements reconciliation.

Assists with day to day operations of the financial department of the Sheriff’s Office to achieve goals within available resources; and plans and organizes workloads.

Assists with the state fiscal operations, including the preparation and administration of the annual department budget, supplemental or deficiency budget, and grants; and maintains accounts and accounting records. 

Assists with the preparation of purchases, contracts, requisitions and payments to vendors.

Prepares and maintains periodic budget, Accounts Payable and Accounts Receivable records. Assists with the preparation of the Civil Process budget. Keeps financial records with accuracy and completeness; oversees filing and maintenance of said records.

Assists with the preparation of precepts issued to the Civil Process Department as well as all other process (writs, notices, communications, demands, citations, evictions, Sheriff’s sales, etc.) required by law to be served by an officer within Dukes County. Ensures that process is served correctly and in a timely fashion.

Maintains and protects confidentiality of plaintiffs and defendants.

Provides general office support to various administrative departments within the agency, to include identifying and maintaining office inventory and supply needs, calendar management, scheduling and planning of administrative meetings and events, posting of meeting notices and minutes, updating or posting on website and media outlets, and other tasks as assigned.

Assists Sheriff and Department Heads with administrative tasks as may be requested or needed. Performs any and all other related duties as required or as situation dictates.

RECOMMENDED MINIMUM QUALIFICATIONS

Education and Experience:

High School Diploma or equivalent required. Degree in finance, accounting, business or other related field preferred. Three years of relevant experience; or any equivalent combination of education and experience. 

Special Requirements:

A valid Massachusetts motor vehicle operator’s license is required.

Knowledge, Ability and Skill:

Knowledge.

Knowledge of public financial systems preferred. Familiarity with Generally Accepted Accounting Principles preferred. 

Ability.

Must possess ability to deal appropriately and effectively with others, and to respond accordingly in the event of a financial emergency. Must possess ability to interact in a positive and effective manner with personnel at all levels of authority. Must possess the ability to establish and maintain harmonious relationships with local officials, attorneys and the general public. Must possess the ability to analyze and interpret laws, rules, regulations, standards, and procedures, and apply them to specific situations. Must possess ability to communicate clearly and concisely, in writing, and orally. Must possess the ability to maintain accurate and detailed records and the ability to prepare detailed financial reports. 

Skill.

Must possess excellent communication skills. Must possess administrative and organizational skills. Must possess skill in the use of personal computers, particularly Microsoft Office applications and email. Practical familiarity with online accounting system(s) preferred. 

Physical Requirements:

Minimal physical effort demanded when performing functions under typical office conditions. The employee is frequently required to sit and talk or hear. Position requires the ability to operate a keyboard and a motor vehicle. Specific vision requirements include color vision, close vision, and the ability to adjust focus. 

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)