Administrative Secretary

Job Description

Job Description

Description : Beaver County

Join Our Team and Experience the Benefits of Working for Beaver County! We offer a comprehensive benefits package designed to support your well-being and work-life balance, including :

• Paid Time Off including sick and vacation with 13 paid holidays annually
• Comprehensive medical, dental, and vision coverage
• Participation in the Utah Retirement Systems with significant employer contributions to secure your future

Job Description

Title : Administrative Secretary Code : 971

Division : Administration Effective Date : 06 / 03

Department : County Sheriff Last Revised : 08 / 05 / 2024

GENERAL PURPOSE

Performs a variety of full performance complex clerical duties as needed to expedite the data entry and data management of all department records, reports, cases and statistics. Provides clerical and secretarial support to departmental administrative and operations personnel.

SUPERVISION RECEIVED

Works under the general guidance and direction of the County Sheriff and Chief Deputy .

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS (Performs Some or All of the Following)

Provides administrative support for various law enforcement functions, including general office duties, record keeping, filing, document preparation, transcription, and inbound / outbound mail management; tracks and posts training hours, maintains personnel files.

Prepares monthly IBR / ICR report; accumulates and organizes system information records and databases as needed to prepare and complete.

Maintains accurate, comprehensive, and up-to-date incident records utilizing hard copy records and computer system (Spillman); disseminates reports to departmental and other agency officials;

Provides clerical support for the processing of various civil documents and warrants requiring service by the Sheriff’s department; coordinates with administrators, deputies, correctional officers, attorney, judicial and court personnel; assures accuracy of arrest information and distributes to other agencies and jurisdictions; creates and maintains record log, collects fee for service, creates collection report and deposits revenues with county auditor.

Performs (word processing BETTER WORD?) as needed to develop, create, or produce forms, letters, procedure manuals; updates department forms, manuals as needed; transcribes recorded interviews to prepare “court ready” documents as needed; assists in the collection of grant application information and preparation of grant applications or renewals.

Assists in the maintenance of evidence to assure integrity of all items; prepares evidence for mailing to crime labs, assures proper inclusion and accuracy of forms, proper packaging and labeling, along with timely delivery; may track status of packages sent.

Provides clerical support for the processing and issuing of animal licenses; collects and accounts for fees and fines received.

(Records Officer) Assist in the care, maintenance, scheduling, designation, classification, disposal and preservation of records

Maintain and set-up officer body cam : maintain evidence and disseminate according to policy.

Maintain sex offender registry.

Administrative Secretary, page 2

Receives telephone calls; respond to caller inquiries or routes calls to knowledgeable personnel; assists the public by directing to various legal or law enforcement service providers or offices; assists animal control by selling dog licenses.

Performs related duties as required.

Requirements :

MINIMUM QUALIFICATIONS

1. Education and Experience :

A. Graduation from high school.

AND

B. One (1) year of experience performing above or related duties;

OR

C. An equivalent combination of Education and Experience.

2. Required Knowledge, Skills, and Abilities :

Working knowledge of general office management practices and procedures of the division; basic bookkeeping and accounting methods; the civil functions of the department of county sheriff and its interrelationship with other county departments; interpersonal communication skills; computer terminal operation and programs unique to civil document processing requirements. Some knowledge of Spillman software; of administrative procedures; of legal processes associated with the maintenance of public records and documents; interpersonal communication skills, bookkeeping and basic accounting.

Skill in use of Telephone, typewriter, computer, calculator, fax and copy machines, postage machine, mobile / base radio, cassette recorder / transcriber.

Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; maintain confidentiality of information related to cases to prevent the compromise of ongoing case management, prosecution and enforcement; develop effective working relationships with subordinates, department heads and other state officers and employees; perform basic mathematical computations; communicate effectively, verbally and in writing; operate standard office equipment (i.e., calculator, typewriter, and photo copy machine); lift up to 50 lbs.; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public.

3. Special Qualifications :

Must be able to become GRAMA certified.

May be required to be a notary public.

4. Work Environment :

Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, and light lifting. Talking, hearing and seeing required in performance of daily tasks. Rapid work speed required performing keyboard operations. Common eye, hand, finger, leg and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and some creative problem solving.

Disclaimer : In compliance with the ADA, reasonable accommodation will be considered, upon request, on a case-by-case basis during both the pre-employment process and to accommodate post-employment changes in employee physical abilities. Accommodation decisions will be influenced by the need to prevent “undue hardship” to the city. The above statements describe the general nature, level, and type of work performed by the incumbent(s) assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, demands, and skills required of personnel so classified. Job descriptions are not intended to and do not imply or create any employment, compensation, or contract rights to any person or persons. Management reserves the right to add, delete, or modify any and / or all provisions of this description at any time as needed without notice. This job description supersedes earlier versions.