Administrative Assistant to Superintendent

Suffolk County Sheriff's Department; Boston, Northern (MA, KY); On-site; USD 50,000 - 70,000; Full time

Job summary

The Suffolk County Sheriff's Department seeks an experienced executive administrative specialist to provide high‑level support to the Superintendent and senior management. Responsibilities include managing calendars, drafting and organizing policies and correspondence, maintaining confidential records, and coordinating with the public and other agencies.

The role requires discretion, excellent communication, meticulous attention to detail, strong MS Office skills, and the ability to prioritize

Qualifications

• Thorough knowledge of office procedures and equipment required.
• Ability to type and write accurately and confidentially.
• Strong written and oral communication abilities required.
• Experience with MS Windows and word processing software.

Responsibilities

• Respond to inquiries from the public, employees and agencies.
• Maintain the Superintendent’s calendar and prepare documents and policies.
• Record meeting minutes and track project progress across divisions.
• Coordinate with management and prepare reports with accuracy and discretion.

Skills

Administrative support

Confidentiality

Effective communication

Time management

Multitasking

Education

High school diploma with secretarial training or equivalent

Tools

Microsoft Word

Microsoft Excel

Data entry software

Windows OS

Job description

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

Provides executive administrative expertise for the Superintendent to ensure the efficient and professional operation of the office. Performs related work and duties as required.

SUPERVISION RECEIVED

Works under the direct supervision of the Superintendent.

DUTIES AND RESPONSIBILITIES

• Responds to inquiries by the public, employees and other government agencies;
• Maintains the Superintendent’s electronic and/or written appointment calendar and Schedule and performs a wide variety of administrative and management duties requiring discretion and confidentiality;
• Performs office duties including typing, data entry, filing and preparation of all policies, procedures and other documents;
• Participates as a member of the management team as recording secretary and produces meeting minutes reports;
• Initiates follow through with management team members and various division leaders to track progress of assignments, projects, and overall status of respective areas;
• Read, enter, maintain and track information and data from various documents and enter into appropriate electronic database and/or spreadsheets;
• Exercises thorough substantive knowledge of office policies procedures and operations of the Department and exercises knowledge of assigned office or division.
• Flexibility and ability to learn and perform new duties and skills as assigned;
• Performs other duties and assignments as may be assigned.

QUALIFICATIONS:

• Thorough substantive knowledge of office procedures, practices, and equipment including personal computers and cellular phones required;
• Ability to type and write required;
• Ability to perform duties with a high degree of confidentiality required;
• Ability to communicate effectively in oral and written form required;
• Experience with a Microsoft Windows (Windows 10 or later version) based operating system and word processing required;
• Ability to maintain and record accurate records;
• Knowledge of spelling and grammar and required formats;
• Ability to interact with employees and the public in a pleasant and discreet manner; ability to establish and maintain effective working relationships with individuals at all levels throughout the organization, in other agencies, and in private industry; high levels of customer service, independence, leadership and willingness to write and maintain documentation;
• Ability to demonstrate initiative and to work with co-workers and consultants; self-motivator, ability to meet project deadlines and work on multiple projects simultaneously is essential;
• Ability to complete moderate to complex level of qualitative and quantitative analyses; strong analytical and problem solving skills are required; attention to detail is crucial; need for creativity, flexibility and organizational skills;
• High school graduate with business school or specialized training in secretarial skills or considerable secretarial experience or a combination of training and experience which provides the knowledge skills and abilities described above;
• Demonstrate flexibility and the ability to learn and perform new duties and skills as assigned;
• Thorough knowledge of Department policies and procedures is preferred;

ESSENTIAL FUNCTIONS

• Answer telephone and respond to inquiries;
• Regular, punctual and predictable attendance at assigned workplace. Ability to work occasional nights or weekends on specific projects if necessary;
• Knowledge of, compliance with, and enforcement of Department policies and procedures;
• Compliance with security procedures;
• Obeying moderately complex oral and written orders;
• Communicating effectively both orally and in writing;
• Able to independently initiate a project, execute the necessary steps, and complete in a timely and effective manner;
• Dealing calmly and effectively with stressful situations, including emergencies; and
• Exercising good judgment.

MINIMUM PHYSICAL REQUIRMENTS FOR ESSENTIAL FUNCTIONS

• pull files, review contents, and file paperwork into files;
• communicate orally with employees and the public;
• read and enter information from various documents and enter the information into appropriate electronic database;
• sit or stand periodically for 8 hours;
• lift up to 25 pounds;
• carry up to 25 pounds;
• climb stairs occasionally;
• walk short distances; and
• write and type.

ADDITIONAL FUNCTIONS OF POSITION

Participation in mandatory training.