Job Descriptions

The statements contained in the job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

To view job postings for open vacancies, please refer to the following link: Job Openings at St. Clair County.

Title: Executive Assistant
Department: Sheriff Updated: 02/2018
Division: Office of the Sheriff FLSA Status: Non-Exempt
Bargaining Unit: AFSCME 1089 Wage Range: Not Available
POSITION SUMMARY:

The Executive Assistant is a non-supervisory professional position acting as a confidential executive assistant to the Sheriff, and providing administrative support and assistance to the Sheriff, Undersheriff and Captain.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Serves as a liaison between the Sheriff, Undersheriff and staff, departmental personnel, city and county officials, law enforcement agencies, township supervisors, legislators and the public.
  • Answer telephone and other inquiries requiring knowledge of department rules and regulations.
  • Refers citizens to the appropriate sources; identifies, negotiates, and/or resolves solutions to citizen and staff complaints and problems when appropriate.
  • Reviews, summarizes and composes confidential information and statistical data requiring familiarity with department activities to prepare professional correspondence, reports, speeches and presentations.
  • Assist in the department policy and procedure manual and post orders.
  • Coordinates the Sheriff's and Undersheriff's schedules; coordinates meetings, seminars, conferences, and training sessions including registering, lodging and travel for department staff.
  • Create and maintain department employee personnel records.
  • Review, verify and input bi-weekly employee payroll.
  • Assist in coordinating the hiring process according to the standards required by the Michigan Commission on Law Enforcement Standards.
  • Provides assistance on administrative matters, including a wide variety of assignments related to fiscal management activities, administration of budgets, contracts, grants and department programs.
  • Initiates department purchases for office supplies and other items as assigned.
  • Prepare vouchers and requisitions for payment of departmental expenditures.
  • Make weekly deposits, keep accurate transmittals for Treasurers Office and reconcile multiple accounts.
  • Maintain and prepare invoices for contracts, reimbursable grants and billable overtime.
  • Maintain complete and accurate financial and training records to submit annually for MCOLES law enforcement distribution.
  • Designs and implements file, index, tracking and record-keeping systems; researches records within assigned areas of responsibility to prepare reports and provide follow-up information to customer and staff inquires.
  • Maintain township activity reports, hold township contracts, keep up to date records and act as liaison between the Sheriff and township officials.
  • Attend and transcribes minutes of staff meetings and disciplinary hearings.
  • Attend yearly training with the Michigan Sheriff's Association.
  • Gather information; prepare agenda memos and post to agenda for BOC Meetings for the Sheriff and Undersheriff.
  • May serve as a meeting secretary to a board, commission, or special task force including preparing agendas, and taking and transcribing minutes.
  • Serves on committees as assigned.
  • Other duties as assigned.
SUPERVISION RECEIVED:

Work is performed under the direction of the Sheriff with direct supervision by Undersheriff and Captain.

SUPERVISORY RESPONSIBILITIES:

May exercise occasional narrowly defined leadership to the employees of the Sheriff’s Office when directed by the Sheriff, Undersheriff or Captain.

EXPERIENCE, SKILLS, EDUCATION:

·         Graduation from an accredited high school (GED acceptable), supplemented by post-high school technical training, college coursework and/or certification in Business Administration, Office Administration or a closely related field required.  Associates degree with a major in Business Administration, Office Administration or a closely related field preferred.

·         3-5 years of progressively responsible professional level work experience in a modern office environment performing complex administrative secretarial and analytical work required.

·         An equivalent combination of relevant professional work experience supplemented by technical training, college coursework and/or certification may substitute for education requirement.

  • Working knowledge of Records Management Systems preferred.
  • The position requires knowledge of departmental chain of command, policies and procedures.
  • The employee is expected to demonstrate a high level of professional demeanor, appearance and interpersonal communication skills and handle more routine administrative matters independently.

·         The employee in this classification is required to consider all information, records, reports and data to be confidential and to maintain an impeccable standard of confidentiality.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgement and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.                  

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         Ability to demonstrate predictable, reliable, and timely attendance.                

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgement.                                                                      

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.      

CONDITIONS OF EMPLOYMENT:

·         Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.

·         Possess a valid State of Michigan Operator’s License, an operable insured automobile for authorized travel, and maintain eligibility to drive as per the County’s vehicle policy and the Sheriff’s Office policies and procedures throughout employment in this position.

·         Successfully complete an annual criminal background check in order maintain satisfactory personal qualifications, maintain jail security clearance, LEIN certification and complete required training as mandated by the department and state regulations.

  • Willingness to further credentials by attending additional education, training and workshops.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to:

      Speak to others to convey information effectively.

      Read, interpret and understand procedures, rules, technical information, instructions and manuals.

      Hear and understand information presented through spoken words and sentences.

      Specific vision requirement includes close vision, distance vision, color and depth perception.

      Use hands to operate a computer, handle materials and operate equipment.

      Push or pull carts, reach with hands and arms forward, above and below shoulder level.

      Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

      Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

      Stand and walk, climb stairs.

      Normal office hours are from 8:00 a.m. through 4:30 p.m.

      Generally works in a normal office environment.

      The noise level in the work environment is moderate with many interruptions.

      Work occasionally is performed within the restricted and confined areas of the jail.

      Work involves an element of risk in the event of a breach of security.

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.

 



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Contact Information

Human Resources
200 Grand River Avenue, Ste. 206
Port Huron, MI 48060

Phone: (810) 989-6910
Fax: (810) 985-3493
Email: Human Resources