Radford City SheriffŐs Office

Job Description

 

Job Title:         Administrative Staff Specialist

Department:   Radford City SheriffŐs Office

Reports To:     Major – Chief Deputy

FLSA Status: Non-Exempt - Fulltime

Prepared Date:    April15, 2011

Approved By: Mark R. Amentrout, Sheriff

Approved Date:   April 15, 2011

 

 

SUMMARY

 

Performs difficult skilled clerical and responsible administrative work in the sheriffŐs office including accreditation manager.  Work is performed under the direct supervision of the sheriff or his designee.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. The administrative assistant performs two distinct functions - administrative assistant and accreditation manager.  The duties and responsibilities of each function are listed separately below.   Other duties may be assigned. 

 

The administrative specialist responsibilities include the following duties:

 

Perform a variety of office assistance and administrative tasks for the sheriff and chief deputy.

 

Maintaining and coordinating office operations with several courts, court clerks, police and sheriffŐs office.

 

Type legal documents, correspondence, memoranda and reports.

 

Maintain legal records and files.

 

Establish and maintain the office filing system that includes all necessary documents and other pertinent materials.

 

Updates the computer database that tracks the service of all civil processes per month.

 

Collects fees and generate receipts.

 

Records up to date information on the jury line answering machine.

 

Maintains and prepares payroll time sheets for all personnel.

 

Checks and reviews a variety of data for accuracy, completeness and conformance to establish standards and policies.

 

Meets, greets and assists the public within the scope of office operations and refers visitors to proper authority for disposition.

 

Type correspondence, maintains physical records and files, oversees office operations

 

Answers telephone, takes messages and schedules appointments.

 

Attends meetings and transcribes minutes.

 

Coordinates monthly TRIAD meetings including scheduling guest speakers and other logistical functions to insure that the meetings meet the organizational goals.

 

Coordinates the Good Morning Radford program including making daily telephone calls (including weekends) to program participants to check on their welfare.

 

Coordinates special projects assigned by sheriff or chief deputy.

 

Assist other staff members as necessary

 

The accreditation manager responsibilities include the following duties:

 

Designated active VLESPC accreditation manager.

 

Responsible for accreditation file construction, development and upkeep, continued review and development of files, as well as, policy.

 

Manage and categorize all documentation necessary for accreditation verification.

 

Act as liaison between other agencies and the DCJS. 

 

Responsible for the upkeep of the forms that are necessary to complete the accreditation inspections with the schedules and deadlines required under the accreditation standards.

 

Review and discuss policies and procedure as needed with the sheriff or his designee. 

 

Review VA Code yearly for updates and any necessary statutory policy changes.

 

 

SUPERVISORY RESPONSIBILITIES

 

The administrative assistant does not have any supervisory responsibilities

 

QUALIFICATIONS

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 


KNOWLEDGE, SKILLS AND ABILITIES:

 

Thorough knowledge of legal office practices, terminology, procedures, equipment and secretarial techniques; thorough knowledge of office functions, organization and policies; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make arithmetic calculations; ability to operate standard office, data entry and word processing equipment; ability to establish and maintain effective working relationships with court personnel, associates and the general public.

 

Ability to type accurately and at a reasonable rate of speed, input information into the record management system, and utilize word processing and spreadsheet software.  Ability to understand and carry out oral and written instructions and to prepare clear, comprehensive reports.  Ability to deal courteously, firmly and tactfully with the public. The ability to work independently with limited supervision.

 

EDUCATION and/or EXPERIENCE

 

Graduation from high school with post-secondary training related to administrative management preferred, and experience related to the positionŐs duties such as office administrative, technical or analytical experience; or an equivalent combination of training and experience.

 

LANGUAGE SKILLS

 

Individual should possess good public speaking skills and be capable of communicating well in a variety of environments.

 

Individual should possess good writing skills and should be able to communicate well through written methods.

 

MATHEMATICAL SKILLS

 

Individual should possess a minimum of high school level mathematical ability.

 

REASONING ABILITY

 

Individual should demonstrate good reasoning and logic ability in order to perform problem solving functions.

 

CERTIFICATES, LICENSES, REGISTRATIONS

 

No special certifications are required for this position.  However, the administrative assistant may also be required to complete such training courses as determined by the sheriff to further the mission of the sheriffŐs office.  This may include basic or continuing training to prepare the employee to serve as the accreditation manager.

 


PHYSICAL DEMANDS

 

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

 

This position is primarily sedentary work. This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. Work requires stooping, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, and repetitive motions; vocal communication is required for conveying ideas and instructions to others; visual acuity is required for depth perception, peripheral vision, preparing and analyzing written or computer data, operation of machines, operation of motor vehicles or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities.

 

WORK ENVIRONMENT

 

The work environment characteristics described here are representative of those an employee 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 worker is subject to inside environmental condition.

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