Administrative Assistant

Washington County Sheriff; Bartlesville (OK); On-site; USD 30,000 - 42,000; Full time

Job summary

Washington County Sheriff's Office is seeking a detail-oriented administrative assistant to perform clerical duties, data entry, phone answering, and frontline customer service for staff and the public.

This on-site role requires a high school diploma, 3–4 years of general office experience, and proficiency with Word, Excel, and typing; duties include processing records, deposits, scheduling, and support across departments.

Qualifications

• High school diploma or GED plus specialized schooling and/or on-the-job education in data processing, clerical/administrative, or equipment operation.
• Ability to effectively communicate information in person-to-person and small group situations with customers, clients, general public and other employees.

Responsibilities

• Perform general clerical duties including typing, filing, data entry and answering telephones.
• Provide administrative support to supervisors, employees and visitors.
• Answer main phone line and assist walk-ins.
• Order office supplies and coordinate purchasing.
• Log and prepare paperwork for delivery to court, DA, and other offices.
• Prepare monthly reports and deposits for various accounts.
• Schedule, prepare and administer Sheriff Sales and related notices.
• Prepare payroll claims and reconcile general accounts.

Skills

Typing

Word

Excel

Education

High school diploma or GED

Job description

GENERAL DESCRIPTION OF POSITION Performs work of moderate to complex difficulty involving

typing, filing, data entry, answering telephones and other general clerical duties; provides information

to departmental staff and the general public; operates various office equipment.

Provide administrative support to supervisors, employees and visitors

Answer main phone line

Take care of walk-ins

Order office supplies (Designated Purchaser)

Pick up paperwork from jail every morning

Search and change out female inmates when nurse or female officer not available

Log paperwork for delivery to DA’s Office

Affidavits

Etc.

Log bonds and prepare other paperwork for delivery to the Court Clerk

Bonds

Inmate attorney applications

Returns on transports

Deposits

Prepare and reconcile the Sheriff’s General Account and prepare monthly reports (once a

month)

Prepare deposits of all other checks received throughout the week.

Prepare deposits for the County Clerk after receiving miscellaneous receipts from treasurer.

Schedule, prepare and administer Sheriff Sales

Prepare paperwork, fax notice of sale to attorneys and deliver notice of sale to newspaper

Prepare payroll claims for deputies appraisal fees and deliver to county clerk

Prepare notice of sale for the public and prepare folders for the special executions for deputies

to sign

Hold the sale, complete all paperwork and return to the court clerk, enter sale information into

computer

Transports

Prepare an orange transport sheet for the officer

Email Transport Supervisor to advise of the scheduled transport

Add transport to transport calendar

File transport returns with original order and deliver to court clerk

Prepare monthly reports for Juvenile and Mental transports for reimbursement

Collect payment or have customer fill out appropriate form for reimbursement

Preparing vouchers from DHS, send off for reimbursement and organize payment information

Prepare and organize paperwork for fingerprinting of school employees

Prepare monthly invoices for the different school we bill and keep track of payments

Prepare and calculate payroll for Officers who work the overtime fingerprinting

SDA Applications

Prepare and organize applications

Collect payment for fingerprints and application fee

Make sure application is complete and that the applicant has signed and filled out all section of

the application

File record checks with correct application and send to the OSBI after all record checks are

received for the other offices.

Dept. Of Corrections Duties

Prepare statements of Prisoners Time Served

Enter Judgement and Sentencing Reports

Coordinate Prisoner Transports to D.O.C. and supporting documentation

Prepare and submit D.O.C. billings for Sentenced prisoners held prior to transport

Coordinate Prisoner Transports with Jail Administration Dept. of Corrections reception & intake

Purchasing

Coordinate purchasing with both Detention Center and Sheriff’s Office

Verify deliveries of goods with Purchase Orders

Process Receiving Reports

Coordinate Purchase Orders, Receiving Report with County Clerk for payment of purchases

Attend required training regarding Purchasing Procedures

Comply with State Auditor and Inspectors Office regulations and guidelines

Assist with and maintain inventories

Assist with audits

Submit required monthly reports to the County commission for Sheriff’s Office and Prisoner

populations and related costs

Maintain positive attitudes and relationships with all co-workers

Crosstrain in all areas of administrative tasks

Foster positive working relationships with other offices of county government

Aid and assist with Sheriff’s Office Reserve Projects and Community Relations Activities

Perform any other duties as required or assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each

essential mentioned satisfactorily. The requirements listed below are representative of the

knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE: High school or GED, plus specialized schooling and/or on the job

education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation,

etc., plus 4 years related experience and/or training, or equivalent combination of education and

experience.

COMMUNICATION SKILLS: Ability to effectively communicate information and respond to questions

in person-to-person and small group situations with customers, clients, general public and other

employees of the organization.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest,

commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts

such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS: Ability to solve practical problems and deal with a variety of known

variables in situations where only limited standardization exists. Ability to interpret a variety of

instructions furnished in written, oral, or diagram formats.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS: Notary Public, NIMS I.C.S. Courses-

100, 200 and 700. (These requirements will occur following acceptance of employment.)

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS: Notary Public.

SOFTWARE SKILLS REQUIRED Advanced: Word, Excel, Typing

Intermediate: Alphanumeric Data Entry, Spreadsheet, Basic: Presentation/PowerPoint

INITIATIVE AND INGENUITY: Under minimal direction must possess the ability and initiative to take

on projects in a team environment, developing methods to improve and streamline operations that will

enhance production and improve customer service, while maintaining compliance with departmental

policies, generally accepted accounting practices-(GAAP), and state statutes.

SUPERVISION RECEIVED: Under direction where a definite objective is set up and the employee

plans and arranges own work, referring only unusual cases to supervisor.

PLANNING: Considerable responsibility with regard to general assignments in planning time, method,

manner, and/or sequence of performance of own work; may also occasionally assist in the planning

of work assignments performed by others within a limited area of operation.

DECISION MAKING Performs work operations which permit frequent opportunity for decision-making

of minor importance and also frequent opportunity for decision-making of major importance with

supervisory input and/or review; the latter of which would affect the work operations of other

employees and/or clientele to a moderate degree.

ACCURACY: Probable errors of internal and external scope would have a moderate effect on the

operational efficiency of the organizational component concerned. Errors might possibly go

undetected for a considerable period of time, thereby creating an inaccurate picture of an existing

situation. Could cause further errors, losses or embarrassment to the organization. The possibility for

error is always present due to requirements of the job.

MENTAL DEMAND: Moderate mental demand. Operations requiring almost continuous attention, but

work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed

thinking to determine or select materials, equipment or operations where variable sequences may be

selected by the employee.

ANALYTICAL ABILITY / PROBLEM SOLVING: Moderately repetitive. Activities with slight variation

using a definite set of processes or directions, with some degree of supervision. Choice of learned

things in situations which conform to clearly established patterns and modes.

RESPONSIBILITY FOR WORK OF OTHERS: Not indicated.

RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT: Occasionally responsible for

organizations property where carelessness, error, or misappropriation would result in moderate

damage or moderate monetary loss to the organization. The total value for the above may possibly

range from $5,000 to $150,000.

ACCOUNTABILITY

FREEDOM TO ACT: Directed. Freedom to complete duties as defined by wide-ranging policies and

precedents with mid to upper-level managerial oversight.

ANNUAL MONETARY IMPACT

The amount of annual dollars generated based on the job’s essential duties / responsibilities.

Examples would include direct dollar generation, departmental budget, proper handling of

organization funds, expense control, savings from new techniques or reduction in manpower.

Very small. Job creates a monetary impact for the organization up to an annual level of $100,000.

IMPACT ON END RESULTS: Modest impact. Job has some impact on the organizations end results,

but still from an indirect level. Provides assistance and support services that facilitates decision

making by others.

PUBLIC CONTACT: Regular contacts with patrons, either within the office or in the field. May also

involve occasional, self-initiated contacts to patrons. Lack of tact and judgment may result in a limited

type of problem for the organization.

EMPLOYEE CONTACT: Contacts of considerable importance within the department or office, such

as those required in coordination of effort, or frequent contacts with other departments or offices,

generally in normal course of performing duties. Requires tact in discussing problems and presenting

data and making recommendations, but responsibility for action and decision reverts to others.

USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS Regular use of complex machines and

equipment (desktop/laptop computer and software, office equipment, Personal Protective Equipment,

etc.)

WORKING CONDITIONS: Normal working conditions as found within an office setting, wherein there

is controlled temperature and a low to moderate noise level, plus a minimum to moderate level of

distractions.

ENVIRONMENTAL CONDITIONS: The following work environment characteristics described here

are representative of those an employee encounters while performing essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the

essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES: The following physical activities 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 and expectations.

Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for

varied time cycles as prescribed by the tasks.

While performing the functions of this job, the employee is regularly required to walk, sit, use hands to

finger, handle, or feel, reach with hands and arms, talk or hear. The employee must occasionally lift

and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and

ADDITIONAL INFORMATION MATERIAL AND EQUIPMENT USED:

General Office Equipment

Copy Machine

Computer

Multi-Line Telephone

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience: High school diploma or GED; and, three to four years of experience

performing general office duties such as typing, filing, and answering telephones; or, any combination

of education, training and experience which provides the required knowledge, skills, and abilities to

perform the essential functions of the job.

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of:

Correct use of English to include proper spelling, grammar, punctuation, and vocabulary.

All computer applications and hardware related to performance of the essential functions of the job.

Standard business arithmetic to include percentages and decimals.

General secretarial procedures such as preparation of standard business and legal forms used in

criminal, correctional, civil litigation and real estate law, applicable state, federal and local ordinances,

laws, rules and regulations.

Proper recordkeeping processes, report preparation, filing methods and records management

Generally accepted office procedures, policies and practices to include basic knowledge of

computer/video and other general office equipment.

Skill in:

Typing using a computer at a rate of approximately 55 words per minute.

Analyzing and resolving office administrative situations and problems.

Using tact, discretion, initiative and independent judgment within established guidelines.

Using a computer to accurately and rapidly enter and retrieve data and information.

Communicating verbally with internal staff, citizens, and other departmental staff in order to give and

receive information in a courteous manner.

Operating and routine maintenance of general office machines such as computers, copiers, facsimile

machines, telephone systems,

Mental and Physical Abilities:

Ability to read and interpret documents such as safety rules, operation and maintenance instructions,

procedure manuals, and so forth.

Ability to take and transcribe information from short hand or dictation equipment (at the discretion of

the supervisor).

Ability to understand and carry out written and verbal instructions, giving close attention to detail and

accuracy.

Ability to establish and maintain effective working relationships with a variety of individuals.

Ability to draft and type correspondence.

Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals.

Ability to solve practical problems and deal with a variety of concrete variables in situations where

only limited standardization exists.

While performing the essential functions of this job, the incumbent is regularly required to walk, sit,

use hands to finger, handle, or feel objects, to reach with hands and arms, and speak and hear. While

performing the essential functions of this job the employee is occasionally required to lift and/or move

up to 25 pounds.

Working Conditions:

Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt

and dust. The incumbent's working conditions are typically moderately quiet, but may be loud at

times.

Must be able to work in a very stressful environment where constructive feedback from others is

encouraged.

Must not pose a direct threat or significant risk of substantial harm to the safety or health of

himself/herself or others.

Must be committed to a high standard of safety and be willing and able to comply with all safety laws

and all of the County’s safety policies and rules and must be willing to report safety violations and

potential safety violations to appropriate supervisory or management personnel.

Must maintain regular and acceptable attendance at such level as is determined in the elected

Must be regularly available and willing to work such hours as the elected official or the County

determines are necessary or desirable to meet its business needs.

Must be available and willing to work such weekends and holidays as the elected official determines

are necessary or desirable to meet its business needs.

Must be available and willing to travel to such locations and with such frequency as the elected official

or the County determines is necessary or desirable to meet its business needs.