Administrative Assistant |
| Nov. 16, 2009 - Nov. 23, 2009 |
| Location: | Brighton, CO |
| Salary Range: | $2,765 to $3,871 per month |
| Benefits: | Full benefits |
| Employment Type: | Full Time |
| Department: | Jail Division |
| Description: | The Adams County Sheriff's Office is seeking a candidate for the position of Administrative Assistant assigned to the Jail Division. This is a Monday-Friday, day shift assignment. |
| Duties: | *Provide technical and administrative support to the Jail Division administrative staff
*Perform varied and moderately complex clerical duties
*Supervise Jail Admin inmate workers
*Perform as the Jail Division Power User in Telestaff
*Completed tasks to ensure all deadlines are met
*Requires the application of independent judgment, interpretation of applicable policies, procedures and departmental guidelines
*Perform general clerical duties i.e. filing, processing incoming mail for the administrative offices, ordering supplies, etc.
*Screen phone calls for Jail Command staff and direct to appropriate staff member
*Schedule meeting and conference rooms. Post weekly schedules for the Jail Division rooms.
*Supervise inmate workers in the Jail Admin area. Monitor work product, assign tasks, and check work areas prior to inmate worker entering worksite
*Complete tasks to ensure all deadlines are met
*Compile data and prepare draft reports complete with graphs, statistics, and photos for Jail Division monthly/quarterly and annual reports
*Compile monthly schedule information and prepare Jail Division work schedule
*Complete Telestaff rotational assignment changes and update employee information
*Type memorandums and correspondence for Jail command staff and supervisors. Proofread miscellaneous documents for accuracy for supervisors, sergeants, and line staff.
*Count, sort, copy and distribute incoming mail for the administrative area. Distribute paperwork and documents from the Jail Commander’s office.
*Copy and distribute meeting minutes, memorandums, documents and paperwork to appropriate areas
*Maintain Memo and Master Forms files
*Maintain logs for subpoenas, p-card receipts, and daily recaps
*Process copier and FAX Machine requests for services and repairs
*Provide backup coverage for Jail Admin staff in the event of absences (Admin Clerk, Mail Room, Sr. Administrative Coordinator)
*Maintain archiving schedule in compliance with State Guidelines for administrative and historical paperwork and documents; schedule microfilming and destruction of outdated documents as necessary with copies of inmate rules, policy and procedures and posts being placed on media storage and copies to the County Attorney
*Attendance and meeting minutes’ note taking and transcription for Administrative Unit and Inmate Council meetings. (Shared duty with Administrative Clerk)
*Provide coverage for Senior Administrative Coordinator at Jail Managers and Jail Supervisors meetings. Take notes, type minutes and distribute.
*Update spread sheets for DOC Backlog housing monies and stat forms for ACA documentation
*Distribute monthly paychecks on pay day (shift hours 0600-1400 hours)
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| Qualifications: | *Must possess a High School Diploma or GED
*Two years experience in the clerical field
*Proficient working knowledge of JMS and PC-Windows, Word, Excel, PowerPoint, Publisher, Wave Pedal, Telestaff
*Ability to type 55 wpm with accuracy
*Ability to operate transcription machine, copier, FAX and other office equipment
*Must be able to communicate effectively both orally and in writing
*Ability to maintain high level of confidentiality beyond normal scope of employment
COMPONENTS OF THE SELECTION PROCESS INCLUDE:
•SCREENING OF APPLICATIONS
An APPLICATION, RESUME and COVER LETTER are required and will be screened based on the candidate’s qualifications and suitability for the position
•TYPING TEST
A typing test will be scheduled for each candidate selected to participate in the Oral Board Interview. The candidate must type 55 wpm with accuracy. Failure to meet the minimum 55 wpm requirement will eliminate a candidate from the selection process.
•ORAL BOARD INTERVIEW
A panel will question candidates on their knowledge, skills, abilities and experience for the position. Candidates who receive a passing score will be processed in ranking order.
•BACKGROUND INVESTIGATION
An integrity interview and thorough background investigation will be conducted on successful candidates by the Adams County Sheriff’s Office Background Detective.
•POLYGRAPH, PSYCHOLOGICAL AND PHYSICAL EXAMS
The top candidate successfully passing the background investigation may be scheduled for a polygraph, physical and psychological review.
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