Somerset County - Sheriff's Office Executive Assistant Revised 2024

Start Date: July 31, 2024 | End Date: January 27, 2025
County: Somerset County
Job Type: Public Safety - Police

                             SOMERSET COUNTY

                           POSITION DESCRIPTION

Department: Sheriff’s Office                        Job Title: Executive Assistant

Classification: Exempt/Non-Union               Office Hours:  M-F 8am – 4pm

Starting Salary: $23.00 per hour /or negotiable with experience

Total Hours: Full-Time 40 hours

Job Summary:

This is a responsible exempt position requiring the performance of office clerical administrative functions, assisting the Sheriff,= and Chief Deputy in carrying out responsibilities and assuring smooth flow of work and personnel.

Employee of this class is in frequent contact with the general public and staff and must exercise tact and discernment in those contacts. Work is performed under general supervision following routine. Within established standards, performance is subject to considerable independence. Work is reviewed through methods used and results achieved.

Representative Duties and Responsibilities:

• Prepares various types of reports, correspondence, notices and forms;
• Obtains, gathers and organizes pertinent data as needed and puts it into usable form;
• Places and receives telephone calls and records or forwards messages as appropriate;
• Ensures safe and secure operations of the Sheriff’s Office by assisting the Sheriff in developing policies and procedures for Deputies and support functions;
• Gathers all necessary documentation to maintain MLEAP accreditation, including preparing for re-certification every 3 years;
• Submits State and Federal grant applications, and completes all grant reporting documents and reimbursement requests for all grant awards;
• Assists in maintaining and disseminating Agency records as appropriate;
• Maintains inventories of equipment issued to Deputies;
• Assists in logging, recording, and distributing civil papers and court papers such as protection orders and subpoenas;
• Assists in gathering, maintaining and disseminating Agency accident and police reports as appropriate;
• Ability to write routine reports, and standard business correspondence;
• Performs other work as assigned by the Sheriff and Chief Deputy.

This description is not an exhaustive list of duties and responsibilities associated with this position. While this is intended to be a reflection of the current position, management reserves the right to revise these responsibilities or require other or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, work load, technological development, etc.)

Specifications/Qualifications:

1. Recommended education and training: High School Graduate or GED; Two (2) years of office experience required.
2. Knowledge of modern office practices, procedures and equipment;
3. Considerable knowledge of business English, especially grammar, spelling and the proper layout of business letter;
4. Ability to operate the word processor and computer proficiently;
5. Ability to work independently and to carry out assignments from general oral or written instructions;
6. Ability to learn the rules, procedures and routing operations of the Department and the County.

Working Conditions and Job Hazards:

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 some of the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hand to finger, wrist movement, handle or operate objects/ controls, reach with hands and arms, and talk or hear. The employee is occasionally required to stand, walk, stoop, kneel or crouch. The employee may be required to lift up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level is usually quiet.

The duties listed above are intended only as an illustration 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.

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