Washington County Sheriff's Office
Purpose:
To provide a job description for the position of Executive Secretary. The Executive Secretary serves as confidential administrative assistant to Sheriff, Major, and Captains,. Transcribes and types correspondence, memorandum, project work and other confidential documents. Also performs a variety of secretarial duties including, but not limited to, mailings, distributions, and travel arrangements.
Essential Functions
Type documents (i.e. memos, correspondence, reports, minutes, statements, etc.) from handwritten notes, shorthand, and typed or recorded material using a computer with word or typewriter.
Perform the duties of administrative secretary for the Sheriff, Major, and Captains. Also responsible for confidential secretarial support for department personnel issues, as well as internal department investigations.
Manage confidential mail (incoming/outgoing).
Take personal calls/messages for Sheriff.
Notary for Sheriff’s Office.
Serve as Public Information Officer, coordinate with local media outlets, manage Department Facebook page, Department Twitter page, and other resources.
Conduct, fulfill, and maintain all Freedom of Information Request. Ensure proper response in a timely manner.
Assist Records Manager with all permit to acquire/carry handgun applicants; also includes individuals applying for explosives permit.
Maintain records of individuals obtaining Class 3 devices and multiple handgun purchases.
Coordinate and assist with special events and projects.
Take minutes at all department related meetings as assigned by the Sheriff.
Serve as backup receptionist as needed.
Proof read, change as requested, and edit Policy and Procedure changes.
Assist with accreditation files.
Coordinate Project Lifesaver Program.
Complete required DMV Grant materials
Create monthly Neighborhood Watch newsletters
Compile and submit Community Policing data.
The duties and responsibilities listed above are not intended to be all inclusive and may be expanded to include other duties as deemed necessary by the Sheriff.
Required Knowledge, Skills, and Abilities
Ability to use computer, word processing software, phone, copier, and other standard office equipment and machines.
Must be able to accurately type 75 w.p.m.
Ability to communicate effectively both orally and in writing.
Ability to establish effective working relationships through various groups within the County.
Ability to present positive and professional image of the Sheriff’s Office.
Ability to work independently.
Knowledge of the English language including excellent spelling, grammar, punctuation, form, and style.
Ability to operate a variety of copy, transcription, and facsimile machines
Ability to compose correspondence.
Ability to organize for prioritizing workload and retrieving materials and files.
Minimum Qualifications:
1. High school graduate or equivalent with post high school secretarial education.
2. Must have a minimum of two-(2) years’ experience as a secretary/receptionist.
Direct Supervisor:
The direct supervisors of the Executive Secretary are the Sheriff, Major, and the Captains.
Pay – TBD