Administrative Assistant

Department:

Sheriff’s Office

Job Title:

Administrative Assistant (Civil)

Classification:

Exempt/Non-Union

Office Hours

M-F 8am – 4pm

Starting Salary:

Total Hours:

Full-Time 40 hours

JOB SUMMARY:

This is professional services work requiring the performance of office clerical administrative functions, assisting the Sheriff and Chief Deputy in carrying out responsibilities and assuring the smooth flow of work and personnel.

This position is in frequent contact with the general public and staff and must conduct themselves in a supportive and professional manner, exercising tact and discernment in those contacts. Work is performed under general supervision. Within established standards, this position is subject to considerable independence. Work is reviewed through methods used and results achieved.

KEY EXPECTED RESULTS:

1. Be committed to the mission of the Somerset County Sheriff’s Office.

2. Work as a member of an administrative team in the performance of duties.

3. Be punctual for scheduled work and use time appropriately.

4. Work in harmonious relationship with staff and community.

5. Perform duties in a conscientious, cooperative manner.

6. Perform required amount of work in a timely fashion and with a minimum of errors.

7. Be neat and maintain a professional appearance.

8. Understand and work within Somerset County and the Somerset County Sheriff’s Office Policies and Procedures.

9. Assure quality in work performed in order to facilitate the delivery of quality services.

10. Accept shared responsibility with other team members to successfully accomplish goals of each team of which s/he is a member.

11. Maintain confidence and protect Somerset County by keeping information concerning employees, inmates, clients, and operations confidential.

REPRESENTATIVE DUTIES AND RESPONSIBILITIES:

• Responsible for logging, recording and distributing civil papers and court papers.
• Prepare payroll and expense sheets bi-weekly for all Civil Deputies and provide to Executive Secretary for entering and processing.
• Prepare invoices for all civil processing services, and responsible for re-billing as necessary.
• Process checks and money orders received for civil service fees and turn into the County Treasurer at least weekly.
• Coordinate and schedule civil standbys for each Civil Deputy.
• Responsible for communicating and coordinating Civil Deputy services with various vendors, attorneys, etc.
• Maintain spreadsheets with monthly expenditures and revenues for the Civil Division budget, and prepare quarterly reports for budgeting purposes.
• Place and receive telephone calls, and record or forward messages as appropriate.
• Process incoming mail.
• Order and maintain office supplies for the Civil Division.
• Coordinate the Agency’s participation with Workforce Development in their reimbursement for training program.
• Coordinate the Patrol Deputy recruiting program, to include receiving/reviewing applications, scheduling Phase I and Phase II trainings, scheduling psychological evaluations, polygraph evaluations and interviews, processing paperwork required by the County and the Maine Criminal Justice Academy, etc.
• Other duties as assigned.

PHYSICAL STANDARDS:

The physical requirements described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk and talk and hear. The employee is regularly required to sit, bend, lift, push, pull, use hands to finger a standard computer keyboard, use a computer, touch screen, printer, copier, camera, telephone, radio and protective devices, calculator, and telephone.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job require close vision, distance vision, depth perception, and the ability to adjust focus. Employee is required to operate a motor vehicle or other vehicle or equipment. Employee may occasionally come in contact with inmates.

WORK ENVIRONMENT:

The work environment characteristics described herein are representative of those the incumbent encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

REQUIREMENTS AND SKILLS NEEDED FOR THE POSITION:

• Knowledge of modern office practices.
• Knowledge of modern office software.
• Knowledge of quality control standards for accurate and timely computerized data.
• Ability to type standard business correspondence from draft or dictation into final form.
• Ability to compose standard business correspondence for supervisor review and signature.
• Ability to create spreadsheets.
• Ability to compute, verify, and reconcile figures on financial documents.
• Ability to perform data management.
• Ability to establish computerized and manual filing systems.
• Ability to detect informational errors and irregularities and take action as authorized.
• Ability to make intermediate mathematical calculations.
• Ability to research a topic to gather information.
• Ability to analyze research results to make recommendations.
• Ability to oversee office inventory processes to ensure availability of supplies.
• Ability to work independently and to carry out assignments from general oral or written instructions.

EXPERIENCE:

• High school diploma or GED or two (2) years of office experience required.

REPORTS TO / SUPERVISES:

Chief Deputy / None

Revised 02.20

Job Type: Full-time

Pay: $23.10 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Required)

Ability to Commute:

• Madison, ME 04950 (Required)

Ability to Relocate:

• Madison, ME 04950: Relocate before starting work (Required)

Work Location: In person

Salary : $23