Job Title: Secretary Department: Sheriff
Reports To: Executive Secretary/Chief Deputy Law Enforcement
Approved By: Commissioners’ Court Salary: $ Annual
SUMMARY The Sheriff appoints this employee. This employee will report to the Chief Deputy and will be responsible for the day to day filing, mailing, and call taking, for the Sheriff and Chief Deputy. Employee will maintain the appointment calendar and schedules for Sheriff and Chief Deputy. Employee will receive daily collections of receipts and ensure that they are reported to the auditor and treasurer. Employee will submit monthly reports for monies taken in by line item and budget accounts. Employee will maintain the integrity of the department’s personnel files and make entries. Employee will be responsible for maintenance of all professional publication files and the reservation calendar on the training room. Employee is responsible for maintaining a file for all employee timesheets. Employee also maintains the department resource file. Employee will assist in data entry from other divisions when the need arises or other positions are not in place. This position requires a thorough knowledge of law enforcement and clerical procedures. The individual has daily contact with the public and is responsible for daily reports as assigned by Staff Supervisor. Typing and filing are a daily task. SUPERVISION RECEIVED Works under the general supervision of the Executive Secretary, Sheriff and Chief Deputy. SUPERVISION EXERCISED None generally. ESSENTIAL DUTIES AND RESPONSIBILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Duties include the following: 1. Type letters and memos for Sheriff, Chief Deputy and lieutenants and distribute correctly. Composing is a requirement at times. Do necessary filing. 2. Requisition supplies and needed items for Sheriff's Office. Keeping track of supply room and requisition books. Responsible for dispersing and maintaining the Petty Cash fund. Responsible for Sheriff’s Office check books. 3. Responsible for the renewal form for established bonding companies. Collect all filing fees and Agent ID fees and turn in for deposit to the Jack County Treasurer. Monitor the bonding activity for each company. Remove any releases a company has after proof from court. 4. Write up Grant proposals for money available for Law Enforcement. 5. Responsible for Petty Cash Fund as well as Signature stamps of Sheriff and Chief Deputy used in signing checks and payroll. (These are kept under lock). 6. Keep an updated inventory of all equipment (vehicles, handguns, shotguns, flashlight, and vehicle radios, hand held radios, radar units, recorders, etc.) as well as county issued equipment inventory to each employee.
7. Respond to phone inquires in a professional manner obtaining enough correct information from caller to properly direct the call or handle if possible. Take complete and correct phone messages for Sheriff or Chief Deputy and see that they receive it in a timely manner. 8. Greet visitors in a pleasant and professional manner, that have come to visit someone in the Executive Staff. This requires handling irate individuals that have a complaint. 9. Assist Chief Deputy and Lieutenant in typing internal investigations and disciplinary actions taken by Executive Staff as necessary with utmost privacy required. 10. Assist in placing employment ads in newspaper for position openings within the Sheriff's Office. 11. Administer typing and spelling tests for positions for which this is a requirement. 12. Handle paperwork in hiring new employees, setting up psychological, drug screens and physicals as required for the position being filled. See that ID photos are taken as well as fingerprint cards for each employee. 13. Fill out necessary required forms on Deputies, Reserve Deputies, detention officers, communication officers that are to be mailed to the Texas Commission on Law Enforcement Officer Standards and Education in Austin, TX. This must be done any time there is a change in status with an officer. 14. Process Deputation form for each officer hired, then direct new officer to the County Clerk's Office to be sworn in which is required by State Law. 15. Process paperwork on an employee that is resigning or being dismissed and forwarding same to proper offices. Take up issued S.O. property (Manual, ID, Keys, etc.). Show on inventory list that all property has been returned. 16. 911 addressing, etc. 17. Make revisions and additions to Sheriff's Office Policy Manual accessible to all employees as implemented by the Sheriff or Chief Deputy. See that all new employees receive a Policy Manual at time of hire. 18. Perform Notary duties as needed. 19. Keep Album of Sheriff's Office activities reported in Newspapers. 20. Back-up for payroll and check distribution, posting of sick leave and vacation, mail distribution for office and inmates. 21. Responsible for filing UCR reports. 22. Assist with annual Sheriff’s Office budget.
23. Submit check request for training, rooms, meals, etc. 24. Responsible for enrolling employee’s in training and making lodging reservations. 25. Responsible for insuring each employee stays current on mandatory training hours. 26. Responsible for Jail Commissary. 27. Prepare payroll records for the Department biweekly. 28. Assist in keeping computer generated lists/forms updated. 29. Responsible for open records request. 30. Responsible for invoicing for payment within the Sheriff’s Office. 31. Responsible for recording all money entering and exiting the Sheriff’s Office. 32. Responsible for Texas Department of Licensing and Regulations Towing and Vehicle Storage rules and laws. Permits, License, Fees and sales of towed vehicles that effect the Jack County Sheriff’s Office.
33. Assist Patrol Deputies, Narcotics Division, Patrol Lieutenant on Incident and Offense reports. Insure that Incident and Offense reports are generated timely and complete. Insure that victims of crime have received proper documentation from Deputies. Note: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position and is assigned by the supervisor.
MANDATORY QUALIFICATIONS: EDUCATION and/or EXPERIENCE A high school diploma or equivalent is required and secretarial training at a business school is desirable. The individual should possess computer skills as well as a thorough knowledge of clerical and law enforcement procedures and practices. At least four (4) years of experience in clerical operations is required with typing skills of 60 wpm. DESIRED MINIMUM QUALIFICATIONS: LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. PHYSICAL DEMANDS This is a sedentary position. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and taste or smell. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move more than 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to high, precarious places and fumes or airborne particles. The noise level in the work environment is usually moderate. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. This 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. The employee further understands, and accepts, that this position falls under the provision of an “At Will” employment, and under no circumstances is this a contract for employment.
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