Hampton
Overview
This position is responsible for performing a wide variety of clerical and administrative data entry support duties in a manner that demonstrates a commitment to providing excellent internal and external customer service to support the mission of the Hampton Sheriff’s Office (HSO). The Office Assistant works collaboratively within and outside the organization and draws upon the expertise of the HSO leadership team and community stakeholders to ensure that goals are met in a timely and cost-effective manner. Performs duties as assigned and is accountable for use of delegated authority.
Responsibilities
- Assist with a wide variety of administrative duties and functions.
- Utilize a personal computer to store, compile, analyze, and retrieve documentation and statistical data related to agency/departmental functions; use the Jail Management System/Power DMS and other software systems used by the HSO.
- Respond to questions from HSO and City employees and citizens.
- Coordinate meetings between managers, HSO and City staff, and the general public. Take and transcribe dictation for correspondence, meetings, and conferences.
- Assist with special projects as needed.
- Maintain agency/departmental files (manuscript and electronic), office supplies and inventory.
- Assist with disposal of records in accordance with the Virginia Retention Schedule.
- Schedule, prepare for, and conduct follow-up tasks associated with various meetings.
- Review and report on the status of compliance with federal, state and city statutes, ordinances and standards.
- Scan and monitor documents related to required accreditation standards.
- Answer daily correspondence and telephone calls; draft memoranda.
- Provide backup for main telephone and reception areas; assist with typing letters, forms and other documentation; distribute mail, fax, and related tasks as needed.
- Answer and screen telephone calls, provide information, take messages, or transfer calls to appropriate staff.
- Produce standard documents (correspondence, form letters, reports, tables, charts) and maintain office supplies; oversee upkeep and repair of office equipment.
- Adhere to all policies, procedures, guidelines and directives of the office on an ongoing basis.
- Demonstrate dependability and maintain acceptable attendance.
- Protect confidential information by preventing unauthorized release, verbal or written.
- Follow all Federal, State and Local laws.
- Ability to work in MS Office (Word, Excel, PowerPoint) or other related software to develop/maintain databases, spreadsheets, budgets, and other information.
- Interact with a wide range of people; work with staff at all levels and with persons in other organizations.
- Maintain strong written and verbal communications skills; be highly organized and self-motivated.
- Maintain confidentiality of all information.
- Exercise patience and skill in dealing with officials and citizens.
- Be detail-oriented, professional, and able to work a flexible schedule.
- Proficiency in spelling, grammar, punctuation, and English language skills; good typing ability.
- Maintain organizational skills and ability to read and comprehend laws, ordinances, and orders.
- Maintain composure under adverse conditions; establish and maintain effective working relationships with a diverse group of people.
- Use good public relations skills; prioritize tasks; operate authorized city vehicles and equipment as needed.
- Analyze problems, identify alternative solutions, project consequences, and implement recommendations in support of goals.
- Make sound decisions.
Qualifications / Required Knowledge, Education and Experience
- Strong computer skills, including Microsoft Office Professional and other software; a combination of business/computer courses and/or professional experience in office procedures is essential.
- High School diploma or GED equivalent.
- Must have strong written and verbal communications skills; must be highly organized and a self-motivator.
- Must be able to maintain confidentiality of all information.
- Ability to work with staff at all levels and with outside organizations; interact with a wide range of people.
Environmental and Physical Requirements
- The job may involve exposure to extreme heat and/or cold, wet or humid conditions, noise, fumes, odors, moving machinery, electrical shock, traffic and toxic or caustic chemicals. Risk of exposure to bio-hazardous communicable diseases and bodily fluids.
- Must be able to hear, speak and see to communicate with the general public. May require climbing stairs, bending, reaching, crawling, kneeling, or sitting for extended periods; may lift/heavy objects up to 50 lbs.
Additional Requirements
Click here to complete the required Authorization for Release of Information form.
Seniority level
- Entry level
Employment type
- Full-time
Job function
- Administrative
Industries
- Government Administration