Administrative Assistant

at Ada County Sheriff's Office in Boise, Idaho, United States

Job Description

Works under general supervision to provide technical and responsible administrative assistance for the Jail Services Bureau management team; the incumbent possesses a high level of professionalism and confidentiality.

• Coordinates administrative support work with Jail Services management team and works on their behalf; 
• Schedules meetings and conference rooms, updates calendars, and creates meeting agendas;
• Composes and edits letters, e-mails, and other correspondence;
• Gathers and disseminates information about jail services, programs and procedures;
• Generates reports and audit documents for jail management review;
•  Update and maintain the Jail Staffing board and staff mailboxes

• Conducts research and performs searches on computer databases;
• Provides direct support and assistance to the Prison Rape Elimination Act (PREA) Coordinator to ensure compliance with federal law;
• Updates and maintains bureau intranet web pages;
• Creates and maintains files according to agency records retention schedule;
• Coordinates, prioritizes, and ensures timely completion of multiple projects; 

• Provides support in the maintenance of office equipment and business systems; 
•  Assists in trouble shooting inmate phone and visiting system and works with vendor to resolve issues; 
• Prepares for and schedules jail inspections; 
• Coordinates access into the Jail facility for inspections and jail tours;
• Collaborates with agency legal department to ensure jail bureau policies and procedures are being communicated;
• Provide high level customer services to public and agency employees.
• Assign and manage staff locker assignments in the JSB locker rooms.

ADDITIONAL FUNCTIONS

• Assists the Captain and Lieutenants with special projects;

• Performs related duties as required.

• Must possess a high school diploma or equivalent;
• College course work in law enforcement administration, criminal justice or related discipline preferred;
• One year of previous clerical experience required;
• Skill in delivering customer service; 
• Skill in coordinating projects;
• Knowledge of office terminology, practices, procedures and equipment;
• Knowledge of English grammar, spelling, punctuation and formatting;
• Knowledge of personal computers and word processing, spreadsheet and graphics applications;
• Ability to establish and maintain records systems; 
• Ability to learn specialized computer applications; 
• Ability to handle complaints and problems courteously; 
• Ability to review documents for accuracy, completeness, and compliance; 
• Ability to compile data and information for reports and compose letters and memoranda;
• Ability to communicate effectively verbally and in writing;
• Ability to maintain confidentiality;
• Ability to follow written and verbal instructions;
• Ability to work independently and as part of a team to accomplish goals;
• Ability to work under own initiative and utilize independent judgement;
• Ability to maintain effective relationships with department staff, other agencies and the public. 
• Ability to type documents and correspondence with a high degree of accuracy.

OTHER REQUIREMENTS

• Must appear before an oral board and complete a polygraph and background check prior to hire;
• This position has been designated safety sensitive and therefore the incumbent is subject to random drug testing.

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
• Requires sitting at a desk for long periods of time, up to 8 hours, and ability to lift up to 20 lbs.;

• Much of the work is performed in and around the jail facility and involves an element of personal danger;

• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.

DISCLAIMER:

To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.