Administrative Assistant I - Communications

Orange County Sheriff's Office; Winter Park (FL); On-site; USD 41,000 - 42,000; Full time

Job summary

Orange County Sheriff's Office in Winter Park, FL is seeking an Administrative Support position to assist Captains, Lieutenants, and civilian equivalents. This role involves filing, mail handling, appointment coordination, and basic payroll processing.

Candidates must have a high school diploma or GED with 2+ years of related experience, fluent English, and the ability to handle confidential information. Position located at Sector Communication Center, 6590 Amory Ct., Winter Park.

Qualifications

• At least 18 years of age.
• Must be able to comprehend and communicate fluently in verbal and written English.
• U.S. Citizen or possess a current permanent resident card.
• Clean criminal history; any arrest history will be individually evaluated.
• No illegal drug usage within the past year. Other drug usage will be evaluated on a case by case basis.
• High school diploma or general education degree (GED) AND two (2) years related experience and/or relevant training.
• Depending on assignment, it may be required to obtain FCIC/NCIC certification within one (1) year of employment and/or become a Public Notary within six (6) months of employment.
• Ability to prepare and draft a variety of documents, including routine and non-routine correspondence, memos, reports, and other materials.
• Receive, sort, and route incoming mail and electronic correspondence.
• Ability to schedule and coordinate appointments, meetings, interviews, and related activities to ensure smooth operations.
• Ability to receive and screen telephone calls and visitors, determining the level of attention required; either redirect to appropriate personnel or handle independently.
• Ability to assist staff with project as needed, which may include taking dictation and transcribing meeting minutes.
• Ability to process and verify payroll and overtime submissions for accuracy and compliance.
• Ability to maintain monthly and annual statistical data as required by the assigned role.
• Ability to process reimbursement requisitions, reconcile accounts quarterly, and may assist in tracking and monitoring budgets.
• Ability to perform general clerical duties, including ordering office supplies, photocopying, filing, and collating documents.
• Ability to compile, organize, and maintain various documents, such as legal files and public records requests, ensuring accuracy and accessibility.
• Ability to log information into computer systems as needed for tracking and record-keeping purposes.
• Ability to handle sensitive and confidential information based on assignment, maintaining strict confidentiality and the security of files and office spaces.
• Must have the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Must have the ability to communicate effectively.
• Must have the ability to speak effectively in one-on-one and small group situations.
• Must consistently maintain a professional demeanor and communication style both in person and over the phone.
• Must have proficient organizational and time management skills.
• Must have intermediate computer skills to include proficiency in word processing, spreadsheets, Microsoft Outlook, and database applications.
• Must have the ability to learn specialized department software and applications.

Responsibilities

• Provides administrative support for Captains, Lieutenants, and Civilian equivalents.
• Receive, sort, and route incoming mail and electronic correspondence.
• Schedule and coordinate appointments, meetings, interviews, and related activities to ensure smooth operations.
• Receive and screen telephone calls and visitors; redirect or handle as needed.
• Assist staff with projects, including dictation and transcribing meeting minutes.
• Process and verify payroll and overtime submissions for accuracy and compliance.
• Maintain monthly and annual statistical data as required by the assigned role.
• Process reimbursement requisitions, reconcile accounts quarterly, and assist in tracking budgets.
• Perform general clerical duties: ordering supplies, photocopying, filing, and collating documents.
• Log information into computer systems for tracking and record-keeping purposes.

Skills

Fluent English

Communication skills

Organizational skills

Time management

Education

High school diploma or GED

Tools

Microsoft Outlook

Word processing

Spreadsheets

Database applications

Job description

Starting salary: $40,726.40/yr or $41,953.60/yr. with 3+ years of experience

Provides administrative support for Captains, Lieutenants, and Civilian equivalents. #oj

Note - This position is located at the Orange County Sheriff's Office Sector Communication Center - 6590 Amory Ct., Winter Park, FL 32792

MINIMUM QUALIFICATIONS AND ABILITIES

• At least 18 years of age.
• Must be able to comprehend and communicate fluently in verbal and written English.
• U.S. Citizen or possess a current permanent resident card.
• Clean criminal history; any arrest history will be individually evaluated.
• No illegal drug usage within the past year. Other drug usage will be evaluated on a case by case basis.
• High school diploma or general education degree (GED) AND two (2) years related experience and/or relevant training.
• Depending on assignment, it may be required to obtain FCIC/NCIC certification within one (1) year of employment and/or become a Public Notary within six (6) months of employment.
• Ability to prepare and draft a variety of documents, including routine and non-routine correspondence, memos, reports, and other materials. Receive, sort, and route incoming mail and electronic correspondence.
• Ability to schedule and coordinate appointments, meetings, interviews, and related activities to ensure smooth operations.
• Ability to receive and screen telephone calls and visitors, determining the level of attention required; either redirect to appropriate personnel or handle independently.
• Ability to assist staff with project as needed, which may include taking dictation and transcribing meeting minutes.
• Ability to process and verify payroll and overtime submissions for accuracy and compliance.
• Ability to maintain monthly and annual statistical data as required by the assigned role.
• Ability to process reimbursement requisitions, reconcile accounts quarterly, and may assist in tracking and monitoring budgets.
• Ability to perform general clerical duties, including ordering office supplies, photocopying, filing, and collating documents.
• Ability to compile, organize, and maintain various documents, such as legal files and public records requests, ensuring accuracy and accessibility.
• Ability to log information into computer systems as needed for tracking and record-keeping purposes.
• Ability to handle sensitive and confidential information based on assignment, maintaining strict confidentiality and the security of files and office spaces.
• Must have the ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Must have the ability to communicate effectively.
• Must have the ability to speak effectively in one-on-one and small group situations.
• Must consistently maintain a professional demeanor and communication style both in person and over the phone.
• Must have proficient organizational and time management skills.
• Must have intermediate computer skills to include proficiency in word processing, spreadsheets, Microsoft Outlook, and database applications.
• Must have the ability to learn specialized department software and applications.

ADDITIONAL PROCESSING

• Some positions, depending on the responsibilities, may require the candidate to successfully pass a physical or other selection processes when needed.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle or feel. They are also regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand, walk, stoop, kneel, or crouch. The employee may occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORKENVIRONMENT

Work is generally performed in a standard office setting. The noise level in the work environment is usually moderate. May be required to work evenings and/or weekends depending on location of assignment (e.g., providing after-hours paperwork assistance to special events, such as warrant/felony sweeps).

The Orange County Sheriff’s Office is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Orange County Sheriff’s Office may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.