Administrative Support Specialist (Grade 5)

This position is advertised from the minimum to the mid-point hourly rate. Salary will be determined based on education and experience at the time of offer.

About the role

Under general supervision, performs administrative and office support work of moderate difficulty for a specialized unit/program within the Sheriff's Office.

Responsibilities

• Performs administrative/office support duties; receives, sorts, indexes, files and retrieves forms, correspondence, and documents.
• Reviews and verifies documents for validity and accuracy of information.
• Enters data information into various computerized systems.
• Takes abbreviated notes of meetings and transcribes minutes/interviews.
• Responds, formats, composes, proofreads, edits, and types agendas, memorandums, letters, forms, and correspondence.
• Operates a variety of office machines/equipment.
• Coordinates unit/program activities with other departmental sections/divisions or with other law enforcement agencies.
• Maintains, coordinates, schedules, and organizes unit/program calendars, meetings, appointments, training, and testing.
• Coordinates facilities, audio-visual equipment, materials, supplies, and ensures facilities are presentable for meetings/events.
• May review and process employee registrations for training classes.
• Coordinates travel arrangements to include per diem, transportation, lodging, and flight arrangements; provides employee notifications of all travel arrangements.
• Participates in the development and implementation of procedures, protocols, and processes to increase efficiency or streamline operations within the unit/program.
• May assist in unit/program needs assessment, analysis of participants feedback, and evaluation of unit/program effectiveness.
• Collects, compiles, prepares, updates, and assembles manuals and/or reference materials.
• Researches and responds to information requests.
• Compiles statistical data for administrative analysis and/or for grant compliance.
• Prepares specialized reports or summaries of data from complex records.
• Maintains computerized databases, office records, and files; assists with records retention and destruction.
• Processes and conducts motor vehicle and criminal history checks for security clearance by utilizing the National Crime Information Center (NCIC) and Arizona Criminal Justice Information System (ACJIS), and provides facilities security access.
• May process identification cards to employees and various personnel representing Sheriff's Office programs and/or units.
• Coordinates maintenance and ITS requests; orders materials and supplies, and maintains inventory.
• Responds to public and staff inquiries and resolves issues within scope of authority.
• Assists with departmental activities/events, special assignments, and/or projects.
• Performs other duties as assigned.