Job Description

Posting number: 1115

Department: Sheriff's Office

Job classification: ADMINISTRATIVE ASSISTANT - SHERIFF OFFICE

Posting type: Open

Categories: Administrative Assistant

Summary

General Description

This position is the Administrative Assistant to the Sheriff/staff. The incumbent will prepare and edit correspondence, reports and presentations. Organize, prepare, and maintain confidential documents. Prepare agenda and schedule meetings for appointees. Relays directives, instructions and assignments to other appointees. Direct the public to the appropriate appointees or in the appropriate direction. Screen and prioritize mail and phone calls and type memos. Some preparation of various reports. Prepare grant information, code invoices, reply to correspondence from other localities, offenders, seniors, community, etc. Will be performing other duties as assigned.

Examples of duties

Duties and Responsibilities

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Under general supervision, the functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions:

• • Alert the Sheriff about cancelations or new meetings.
• • Handle information requests.
• • Prepare correspondence.
• • Arrange for outgoing mail and packages to be picked up.
• • Manage spreadsheets.
• • Greet and receive visitors.
• • Coordinates office management activities.
• • Determine matters of top priority and handle accordingly.
• • Prepare agenda for meetings.
• • Plans events and volunteer activities.
• • Maintain office procedures.
• • Operate office equipment, such as photocopy machines, computers, typewriters and scanners.
• • Receive and relay telephone messages.
• • Submit payroll in a timely manner.
• • Input legal papers in the Civility software.
• • Sign for UPS/Fed Ex/USPS packages that come in the office.

Additional Duties:

Support for Grant Writing and Fundraising: Securing funding through grants and donations is essential for many of our community programs and initiatives. An administrative assistant will enhance our capabilities in grant writing and soliciting donations, directly contributing to the sustainability of these vital programs.

Qualifications

Minimum Education and Experience Requirements:

Successful completion of the requirement for graduation from a four (4) year college or university with a bachelor’s degree in related social science or business administration.

Qualifying experience may be substituted on a year for year basis for education requirements.

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Applicant must be familiar with Microsoft Office, as well as Canva and other applications to prepare documents.

Special Certifications and Licenses:

Possession of a valid VA Driver’s License cannot have more than six (6) negative points on driving record.

Must maintain a telephone for contact.

May be required to work irregular hours.

Incumbent must not have been convicted of, or pleaded guilty or no contest to, a felony or any offense that would be a felony if committed in Virginia.

Must have a high school diploma.

All appointees of the Petersburg Sheriff’s Office are responsible for following directions provided by the Sheriff. Directions may be provided directly or indirectly passing through her designee.

All applicants will undergo a criminal background check and a driving record inquiry. Selected applicants must pass a pre-employment drug screening test.

Supplemental information

The City of Petersburg Values Veterans. We are an official V3 Certified Company.

The City of Petersburg is a proud partner with the US Army Partnership for Your Success PaYS Program

Americans with Disabilities Act Compliance:

The City of Petersburg is an Equal Opportunity Employer. ADA requires the City of Petersburg to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.