Part Time Administrative Assistant - Sheriff's Office

Description

Incumbent serves as Administrative Assistant for the Sheriff’s Department, responsible for performing the daily functions and responsibilities of the office.

DUTIES:

• Processes criminal reports, including maintaining records on log, sorting by type, entering data into computer, filing, and sending reports to other agencies as needed.
• Performs record checks as requested, including researching information. Copies and maintains fingerprint cards.
• Processes subpoena requests and releases reports as appropriate.
• Answers telephone and greets office visitors, providing information and assistance, taking messages, and/or transferring/directing to appropriate individual or department.
• Performs various clerical duties as assigned or as needed, such as preparing and composing various documents, correspondence, and files, typing dictated police reports, copying documents for the public, retrieving mail, collecting fees, and providing receipts.
• Compiles data and prepares and submits reports as required such as Indiana Department of Revenue, Voter Registration, and Federal Bureau of Investigation.
• Conducts background checks. Processes gun permit applications. Scans and files jail folders of released inmates. Completes expungement records from Courts.
• Prepares temporary beer and wine permits. Handles false alarms fines and annual alarm registrations.
• Performs duties involving tax warrants such as Indiana Department of Revenue tax warrants and Indiana Department of Workforce Development tax warrants sending collection letters, calculating Sheriff’s damages, monthly interest accrual, and total amount due.
• Maintains office supplies for front office, jail, kitchen, IT, officers, and medical office including forms, envelopes and letterhead, ordering as needed.
• Prepares and processes orders of protection, evictions, civil process orders, out of county orders, and out of state orders for service by civil process servers processing and forwarding record of service to Clerk as required.
• Performs accident records duties including processing and transmitting accident reports to State of Indiana through electronic reporting system, correcting errors as needed, processing requests for records/photos, collecting funds and issuing receipts.
• Attends monthly sheriff sales tracking properties sold and collecting payments.
• Processes and delivers documents to financial facilities, county building, prosecutor’s office, and courthouse as required.
• Periodically performs duties of Receptionist as needed.
• Performs related duties as assigned.

Requirements

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK

• High school diploma or GED.
• Working knowledge of department policies and procedures and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
• Ability to type with speed and accuracy and properly operate a variety of standard office equipment and software, including computer, printer, telephone, fax machine, calculator, copier, dictation software, and ARIES electronic reporting system.
• Working knowledge of standard English grammar, spelling and punctuation, and ability to compose and prepare correspondence and reports.
• Ability to understand and follow oral and written instructions, and work alone with minimum supervision, often under time pressure.
• Ability to provide public access to or maintain confidentiality of department information and records according to State requirements.
• Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
• Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions.
• Ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, various law enforcement agencies, FBI, bank personnel, landlords, Indiana Department of Revenue, Indiana Workforce Development, State Police, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
• Possession of a valid driver's license and demonstrated safe driving record.
• Ability to occasionally work extended, weekend and/or evening hours.

II. RESPONSIBILITY

• Incumbent performs standard, recurring duties according to flexible, customary routine with priorities determined by service needs of the public. Work is periodically reviewed for technical accuracy and compliance with department policies and procedures. Errors in incumbent's work are usually prevented through legally defined procedures and detected through notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction and/or inconvenience to other agencies or the public.

III. PERSONAL WORK RELATIONSHIPS

• Incumbent maintains frequent contact with co-workers, other County departments, attorneys, various law enforcement agencies, FBI, bank personnel, landlords, Indiana Department of Revenue, Indiana Workforce Development, State Police, vendors, and the public, for the purpose of exchanging information and rendering service.
• Reports directly to Captain of Administrative Services.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT

• Incumbent performs duties in a standard office environment, involving sitting for long periods, sitting and walking at will, lifting/carrying objects weighing under 25 pounds, bending, reaching, close vision, hearing communication, and handling/grasping/fingering objects. No prolonged, extreme physical demands are associated with normal duties. Incumbent occasionally works extended, weekend, and/or evening hours.