Program Assistant

Under general supervision, performs administrative work involving the maintenance of a variety of records and files for the Sheriff’s Office to include but not limited to grant research, grant maintenance, and accreditation. Position ensures the department’s participation and compliance with Virginia State Law, DCJS, and VLEPSC. Position is also responsible for processing and completing all submissions as required by the County, Finance, Grant Manager, DCJS, and VLEPSC. Work also involves coordinating work activities, ensuring quality of work, compiling statistical data, maintaining office supplies, community calendars, unit events, and other tasks as needed in ASD. 

Additionally, the Fleet Manager will be responsible for coordinating service and repairs, assisting with purchasing vehicles, processing paperwork with DMV, processing accident reports, advising the department of vehicle recalls, and preparing paperwork for seized vehicles.

Under general supervision of the Captain and/or Director of the Division of Animal Control, certain Program Assistant positions will be assigned for the recruiting,coordination,supervision,andtrainingofvolunteersforthe Animal Shelter and community outreach programming. Responsible for updating and maintaining various social media sites.

• Maintains or assists with spreadsheets and files of department vehicles.
• Coordinates service and repairs of department vehicles.
• Assists with the purchase of vehicles, emergency equipment, and items related to department units.  Works closely with the Procurement Division of Finance to ensure proper procurement of vehicles and equipment.
• Processes vehicle purchases and license renewals with Department of Motor Vehicles (DMV).
• Processes accident reports for department vehicles and works closely with the Spotsylvania Risk Manager for any Sheriff’s Office accidents.
• Advises the department of vehicle recalls. 
• Maintains the key safe for vehicle keys.
• Prepares paperwork for seized vehicles.
• Plans and coordinates payments for employee training and any travel associated with the training.
• Acts as liaison with the Rappahannock Regional Criminal Justice Academy to ensure recruits are prepared for the Academy and tracks  recruits’ training process.  
• Acts as liaison with the Department of Criminal Justice Academy to monitor personnel training requirements and advises staff of their progress.
• Coordinates daily work activities; organizes, prioritizes, and completes work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.
• Assists in ensuring departmental compliance with all applicable laws, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations or violations.
• Oversees the destruction of outdated files.
• Prepares or completes various forms, reports, correspondence, statistical reports, or other documents.
• Receives various forms, reports, correspondence, statistical data, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards, or retains as appropriate.
• Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, database, spreadsheet, email, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Monitors inventory of office equipment, forms, and supplies: ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement materials.
• Performs customer service functions. Answers questions and provides information related to records. 
• Coordinates work activities with other departments, outside agencies, or others as needed.
• Communicates with supervisor, employees, other departments, county officials, law enforcement personnel, court personnel, other jurisdictions, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.
• Maintains a variety of Department files and records. 
• Performs general/clerical tasks, which may include answering telephone calls, sending/receiving faxes, making copies, filing documentation, and processing incoming/outgoing mail.
• Assists with planning processes and appearances at SSO community events when needed.
• Attends various meetings as needed.
• Performs other related duties as required.

• Recruits, supervises, and evaluates volunteers.
• Works with supervisors of the department to coordinate the use of volunteers inappropriate areas of the agency and in outreach programming.
• Responsible for volunteer training and oversight of volunteer training by staff members.
• Responsibleforstaffingvolunteerstovarioustasks,includingbutnotlimitedtoon-siteadoption,off-siteadoption,dogwalkersandsocializers, information and clerical desk work, cat room monitors and socializers, humane education, and special events.
• Establishes ongoing liaisons within the community to facilitate the recruitment ofvolunteers.
• Maintains a databaseofvolunteers,inclusiveofpersonalandcontactinformation, skills, hours of desired volunteering, and hoursdonated.
• Prepares monthly reports of the number of volunteers and donated hours to the management team. 
• Designs,researches,andimplementsongoingrecognition,appreciation, and motivational programming for volunteers.
• Attends events as needed when volunteers are involved in order to ensure a successful operation.
• Creates an annual or biannual newsletter for volunteers.
• Posts and maintains various social media sites, including photographing incoming animals, adoptions, redemptions, and answering inquiries.
• Performs other related duties as required.

High School Diploma or equivalent; supplemented by college level course work or vocational training in criminal justice, grant research, grant maintenance and accreditation supplemented by three (3) to five (5) years previous experience and/or training in above topics, workflow coordination, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities.

For certain Program Assistant positions, must possess and maintain knowledge and training in grant research, grant maintenance, and accreditation.

For certain Program Assistant positions, experience in supervising volunteers, photography, social media, or similar experience.

• Knowledge of the policies, procedures, and activities of the County and of departmental practices as they pertain to the performance of duties. 
• Knowledge of practices and procedures associated with computer-driven records management. 
• Knowledge of regulations and guidelines associated with grant maintenance and accreditation, and has the ability to ensure compliance with established guidelines. 
• Knowledge of methods and requirements governing audits of grants and accreditation. 
• Knowledge of the terminology, principles, and methods utilized within the department. 
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. 
• Ability to comprehend, interpret, and apply regulations, procedures, and related information. 
• Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. 
• Ability to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department. 
• Ability to assemble information and make written reports and documents in a concise, clear, and effective manner.
• Ability to use independent judgment and work with little direct supervision as situations warrant. 
• Ability to exhibit mathematical ability to handle required calculations using percentages and decimals. 
• Ability to demonstrate knowledge and proficiency with computers and related software programs. 
• Ability to read, understand, and interpret technical and computer reports and related materials.
• Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. 
• Ability to apply principles of persuasion and/or influence over others in a supervisory capacity and in coordinating activities of a project, program, or designated area of responsibility.
• Ability to read a variety of informational and technical documentation, directions, instructions, and methods and procedures. 
• Ability to write reports with proper format, punctuation, spelling, and grammar, using all parts of speech. 
• Ability to speak with and before others with poise, voice control, and confidence using correct English and a well-modulated voice.
• Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to utilize mathematical formulas, add and subtract totals, multiply and divide, determine percentages, determine time and weight, and utilize statistical inference.
• Ability to communicate respectfully and professionally.
• Must be adaptable to performing under minimal/ stress when confronted with an emergency.
• Ability to learn and convey the concepts of governmental animal control, pet overpopulation, responsible pet ownership, animal care, handling, and euthanasia.
• Must have strong organizational skills with the ability to attract, maintain, train, supervise, encourage, and reward volunteers.
• Ability to communicate professionally and respectfully.

PHYSICAL REQUIREMENTS

Must be physically able to operate a variety of office machines, tools, and equipment, such as a computer, printer, copy machine, fax machine, calculator, or telephone. Tasks require the ability to exert light physical effort in sedentary to light work, but may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Requires the ability to inspect items for proper length, width, and shape, visually, with job-related equipment. Requires the ability to coordinate hands and eyes in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motions while coordinating the other hand with different activities. Must have moderate levels of eye/hand/foot coordination. May require the ability to differentiate colors and shades of color. Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing – perceiving the nature of sounds by ear).