Job Opportunities in United States
September 10, 2024
Wayne County, NC
ADMINISTRATIVE ASSISTANT-SHERIFF'S OFFICE
Administrative Assistant Grade: 61
WAYNE COUNTY JOB DESCRIPTION for
SHERIFF’S DEPARTMENT
ESSENTIAL WORK FUNCTIONS
Under general supervision, administers a wide variety of clerical-administrative work in support
of activities for the County Sheriff’s Department. Work involves considerable data entry work in
entering a variety of records and reports into computerized files and maintaining databases, and
in preparing a variety of correspondence and reports. Employee is responsible for reviewing
reports and records submitted by department personnel for completeness and accuracy,
transcribing data into appropriate files, and preparing and maintaining tangible files. Work also
involves using a computer connected to the National Crimes Information Center and other
databases to enter and retrieve information, and preforming a variety of standardized clerical
work, such as answering telephones and providing information, greeting and assisting visitors,
receiving fees and making bank deposits, according to needs of the office and/or allocation of
work load. Reports to the Deputy Sheriff-Captain and/or Sheriff.
SPECIFIC DUTIES AND RESPONSIBILITIES
Utilizes computerized data entry equipment and various word processing, spreadsheet,
database and/or file maintenance programs to enter, store and/or retrieve information as
requested or otherwise necessary; summarizes data in preparation of standardized reports.
Receives a variety of records and reports from Department personnel, and reviews for
completeness and accuracy, contacting appropriate parties to resolve discrepancies of
necessary.
Prepares and maintains a variety of records and reports from Department personnel, and
reviews for completeness and accuracy, contacting appropriate parties to resolve
discrepancies as necessary.
Maintains “hot files” of stolen property and wanted of missing persons, and submits to
telecommunications personnel, compares pawn shop tickets with stolen property files,
and notifies pawn shop owners of matches; submits stolen vehicles reports to Divison of
Motor Vehicles Inspector.
Operates a computer terminal connected to a network that includes the Division of
Criminal Information, the National Crime Information Center and a variety of local,
regional and/or state databases to obtain and enter information; corresponds with other
law enforcement of public services jurisdictions through computer systems; process and
maintains records of information obtained.
Receives application for weapons permits and enters data into computer records and/or
DCI database in accordance with established policy and procedures; researches
applicants’ background, including driving and criminal history, prepares correspondence
to notify applicants of approval or denial.
Types material from types or handwritten copy or dictation, which requires use of variety
of complicated formats for preparing correspondence, reports, grant applications, forms
and other documents; assumes responsibility for correctness of spelling, punctuation,
format and grammar.
WAYNE COUNTY JOB DESCRIPTION for
SHERIFF’S DEPARTMENT
ESSENTIAL WORK FUNCTIONS
Under general supervision, administers a wide variety of clerical-administrative work in support
of activities for the County Sheriff’s Department. Work involves considerable data entry work in
entering a variety of records and reports into computerized files and maintaining databases, and
in preparing a variety of correspondence and reports. Employee is responsible for reviewing
reports and records submitted by department personnel for completeness and accuracy,
transcribing data into appropriate files, and preparing and maintaining tangible files. Work also
involves using a computer connected to the National Crimes Information Center and other
databases to enter and retrieve information, and preforming a variety of standardized clerical
work, such as answering telephones and providing information, greeting and assisting visitors,
receiving fees and making bank deposits, according to needs of the office and/or allocation of
work load. Reports to the Deputy Sheriff-Captain and/or Sheriff.
SPECIFIC DUTIES AND RESPONSIBILITIES
Utilizes computerized data entry equipment and various word processing, spreadsheet,
database and/or file maintenance programs to enter, store and/or retrieve information as
requested or otherwise necessary; summarizes data in preparation of standardized reports.
Receives a variety of records and reports from Department personnel, and reviews for
completeness and accuracy, contacting appropriate parties to resolve discrepancies of
necessary.
Prepares and maintains a variety of records and reports from Department personnel, and
reviews for completeness and accuracy, contacting appropriate parties to resolve
discrepancies as necessary.
Maintains “hot files” of stolen property and wanted of missing persons, and submits to
telecommunications personnel, compares pawn shop tickets with stolen property files,
and notifies pawn shop owners of matches; submits stolen vehicles reports to Divison of
Motor Vehicles Inspector.
Operates a computer terminal connected to a network that includes the Division of
Criminal Information, the National Crime Information Center and a variety of local,
regional and/or state databases to obtain and enter information; corresponds with other
law enforcement of public services jurisdictions through computer systems; process and
maintains records of information obtained.
Receives application for weapons permits and enters data into computer records and/or
DCI database in accordance with established policy and procedures; researches
applicants’ background, including driving and criminal history, prepares correspondence
to notify applicants of approval or denial.
Types material from types or handwritten copy or dictation, which requires use of variety
of complicated formats for preparing correspondence, reports, grant applications, forms
and other documents; assumes responsibility for correctness of spelling, punctuation,
format and grammar.
Administrative Assistant Grade: 61
Processes invoices for payment, including stamping and coding, and obtaining Sheriff’s
signature; maintains invoice log and submits log and invoices to Finance office.
Answers telephones and greets visitors, receiving inquires and providing information
based on considerable knowledge of Department programs and activities, or referring
callers to appropriate personnel; orders Crime Watch signs for requesting parties, as
appropriate; routes messages for Department personnel, as necessary; uses two-way radio
to communicate with Department personnel.
Receives fees for services provided by Department and issues receipts; maintains records
of receipts and balances against cash on hand; submits log and invoices to Finance office.
Processes purchase requisitions, preparing and attaching letters of explanation and
obtaining price bids, as necessary
ADDITIONAL JOB FUNCTIONS
Performs other related work as required.
MINIMUM TRAINING AND EXPERIENCE
Graduation from high school, supplemented by college-level course work in secretarial
sciences, and 3 to 5 years experience in secretarial-clerical work; or of equivalent
combination of training and experience which provides the required knowledge; skills
and abilities.
SPECIAL REQUIREMENT
Certification by the North Carolina State Bureau of Investigation’s Division of Criminal
Information in operation of the Division of Criminal Information Network.
KNOWLEDGE, SKILLS AND ABILITIES
Considerable knowledge of the policies, procedures, organization and functions of the
Sheriff’s Department.
Considerable knowledge of modern office procedures and practices.
Considerable knowledge of arithmetic, spelling grammar, punctuation, and vocabulary.
Considerable knowledge of the use, contents and application of the DCI, NCIC and
similar databases used by the Department.
Skill in organizing work flow and coordinating activities.
Skilled in predation of common office machines, including popular computer-driven
word processing, spreadsheet, database and file maintenance programs.
Ability to make administrative decisions independently in accordance with laws,
regulations, and Department polices and procedures and to solves problems and answer
questions.
Ability to establish and maintain a variety of moderately complex records and files.
Ability to balance and reconcile ledgers and bank statements.
Ability to research program documents and narrative materials and to compile from
information gathered.
Processes invoices for payment, including stamping and coding, and obtaining Sheriff’s
signature; maintains invoice log and submits log and invoices to Finance office.
Answers telephones and greets visitors, receiving inquires and providing information
based on considerable knowledge of Department programs and activities, or referring
callers to appropriate personnel; orders Crime Watch signs for requesting parties, as
appropriate; routes messages for Department personnel, as necessary; uses two-way radio
to communicate with Department personnel.
Receives fees for services provided by Department and issues receipts; maintains records
of receipts and balances against cash on hand; submits log and invoices to Finance office.
Processes purchase requisitions, preparing and attaching letters of explanation and
obtaining price bids, as necessary
ADDITIONAL JOB FUNCTIONS
Performs other related work as required.
MINIMUM TRAINING AND EXPERIENCE
Graduation from high school, supplemented by college-level course work in secretarial
sciences, and 3 to 5 years experience in secretarial-clerical work; or of equivalent
combination of training and experience which provides the required knowledge; skills
and abilities.
SPECIAL REQUIREMENT
Certification by the North Carolina State Bureau of Investigation’s Division of Criminal
Information in operation of the Division of Criminal Information Network.
KNOWLEDGE, SKILLS AND ABILITIES
Considerable knowledge of the policies, procedures, organization and functions of the
Sheriff’s Department.
Considerable knowledge of modern office procedures and practices.
Considerable knowledge of arithmetic, spelling grammar, punctuation, and vocabulary.
Considerable knowledge of the use, contents and application of the DCI, NCIC and
similar databases used by the Department.
Skill in organizing work flow and coordinating activities.
Skilled in predation of common office machines, including popular computer-driven
word processing, spreadsheet, database and file maintenance programs.
Ability to make administrative decisions independently in accordance with laws,
regulations, and Department polices and procedures and to solves problems and answer
questions.
Ability to establish and maintain a variety of moderately complex records and files.
Ability to balance and reconcile ledgers and bank statements.
Ability to research program documents and narrative materials and to compile from
information gathered.
Administrative Assistant Grade: 61
Ability to work under pressure of frequent interruptions.
Ability to communicate effectively orally and in writing
Ability to compose effective correspondence.
Ability to exercise discretion in handing confidential materials.
Ability to exercise tact and courtesy in frequent contact with public officials and general
public.
Ability to establish and maintain effective working relationships as necessitated by work
assignments.
MINIMUM STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of machinery and
equipment, including computers, typewriters, calculators, copiers, facsimile machines, etc. Must
be physically able to exert negligible amount of force frequently of constantly to lift, carry, push,
pull or otherwise move objects. Sedentary work involves sitting most of the times, but may
involve walking or standing for brief periods of time. .
Data Conception: Requires the ability to compare and/or judge the readily observable,
functional, structural, or composite characteristics (whether similar to or divergent from obvious
standards) of data, people or things.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or
exchange information. Includes receiving instructions, assignments or directions from superiors.
Language Ability: Requires the ability to read a variety of correspondence, forms, reports,
manuals, specifications, etc. Requires the ability to prepare correspondence, narrative and
statistical reports, forms, statements, bills, etc. using prescribed formats. Requires the ability to
speak to people with poise, voices control and confidence.
Intelligence: Requires the ability to apply rational systems in order to solves problems and deal
with a variety of concrete variables in situations where only limited standardizations exists; to
interpret a variety of instructions furnished in written, oral diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures,
to follow and give oral and written instructions.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract;
multiply and divide; calculate decimals and percentages.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and
shape.
Motor Coordination: Requires the ability to coordinate hands and eye rapidly and accurately in
using automated office and computer equipment.
Manual Dexterity: Requires the ability to handle a variety of times, control knobs, switches,
etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and
receiving instructions. Must be adaptable to performing under stress and when confronted with
persons acting under stress.
Physical Communication: Requires the ability to talk and hear: (Talking: expressing or
exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.)
Must be able to communicate via telephone.
Ability to work under pressure of frequent interruptions.
Ability to communicate effectively orally and in writing
Ability to compose effective correspondence.
Ability to exercise discretion in handing confidential materials.
Ability to exercise tact and courtesy in frequent contact with public officials and general
public.
Ability to establish and maintain effective working relationships as necessitated by work
assignments.
MINIMUM STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of machinery and
equipment, including computers, typewriters, calculators, copiers, facsimile machines, etc. Must
be physically able to exert negligible amount of force frequently of constantly to lift, carry, push,
pull or otherwise move objects. Sedentary work involves sitting most of the times, but may
involve walking or standing for brief periods of time. .
Data Conception: Requires the ability to compare and/or judge the readily observable,
functional, structural, or composite characteristics (whether similar to or divergent from obvious
standards) of data, people or things.
Interpersonal Communication: Requires the ability to speak and/or signal people to convey or
exchange information. Includes receiving instructions, assignments or directions from superiors.
Language Ability: Requires the ability to read a variety of correspondence, forms, reports,
manuals, specifications, etc. Requires the ability to prepare correspondence, narrative and
statistical reports, forms, statements, bills, etc. using prescribed formats. Requires the ability to
speak to people with poise, voices control and confidence.
Intelligence: Requires the ability to apply rational systems in order to solves problems and deal
with a variety of concrete variables in situations where only limited standardizations exists; to
interpret a variety of instructions furnished in written, oral diagrammatic, or schedule form.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures,
to follow and give oral and written instructions.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract;
multiply and divide; calculate decimals and percentages.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and
shape.
Motor Coordination: Requires the ability to coordinate hands and eye rapidly and accurately in
using automated office and computer equipment.
Manual Dexterity: Requires the ability to handle a variety of times, control knobs, switches,
etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and
receiving instructions. Must be adaptable to performing under stress and when confronted with
persons acting under stress.
Physical Communication: Requires the ability to talk and hear: (Talking: expressing or
exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.)
Must be able to communicate via telephone.
Administrative Assistant Grade: 61
I have read and understand the nature of this position and the required duties described. I
understand this is not an exhaustive list of duties that may be asked of me in this position. I
am capable and willing to perform these duties.
Employee’s Signature:
Date:
I have read and understand the nature of this position and the required duties described. I
understand this is not an exhaustive list of duties that may be asked of me in this position. I
am capable and willing to perform these duties.
Employee’s Signature:
Date:
Administrative Assistant Grade: 61
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