Job Description and Responsibilities
The Administrative Assistant – Criminal Justice Programs is responsible for supporting Criminal Justice Programs administered by North Carolina Sheriffs’ Association by drafting and editing documents, performing clerical functions, preparing materials, assisting with logistics, and occasionally providing onsite assistance with training events. The Administrative Assistant – Criminal Justice Programs reports to the Director – Criminal Justice Programs.
Essential duties include, but are not limited to:
Criminal Justice Programs:
- Provides general administrative support to the Director – Criminal Justice Programs, while supporting various criminal justice programs and other projects, as assigned
- Assists the Director – Criminal Justice Programs by serving as a point of contact for details regarding multiple Criminal Justice Programs, including Courthouse Security assessments, Statewide Disaster Assistance Network, Traumatic Incident Response, Civil Unrest, NCSA Scholarship Program and others as assigned
- Drafts, reviews, and edits the monthly Criminal Justice Programs Reports
- Works with Director – Criminal Justice Programs in drafting, editing, and sending correspondence with internal and external organizations
- Provides administrative support to the Traumatic Incident Response Program, including ordering U.S. burial flag, mourning bands, easel, display case, $1,000 prepaid debit card, and coordinating with the NC Department of Administration to have NC flag flown over the State Capitol
- Coordinates with NCSA staff and sheriff’s offices with formatting, reviewing, editing, and sending courthouse security assessment reports
- Assists with researching issues and policies related to the Office of the Sheriff and the criminal justice system in North Carolina
- Provides administrative support for the Association’s Scholarship Program including drafting and sending program-related correspondence
- Sends email reminders to all sheriffs about the NCSA Scholarship Program and the criteria for awarding the Spring and Fall scholarships
- Maintains NCSA Scholarship awardee records to include application materials, receipt of invoices, and payments to universities via NCSEAA and NCICU
- Updates NCSA website with awardee information
- Updates and Maintains Scholarship Job Aid as needed
- Sends Notice to All Sheriffs announcing Scholarships awarded for Spring and Fall semesters
- Works with the Director – Criminal Justice Programs in helping coordinate the annual Training Committee meeting
Statewide Misdemeanant Confinement Program:
- Accurately enters data and processes forms in the SMCP records database upon request
- Provides general administrative support to the Statewide Misdemeanant Confinement Program (SMCP) and other projects, as assigned
- Assists the Coordinator – SMCP and the SMCP Records Management Specialist with maintaining, processing, and auditing SMCP files
- Travels overnight to and works onsite at out-of-town SMCP training classes approximately 3 times per year to assist with logistics; sets-up and prepares meeting rooms including basic A/V equipment set-up
- Assists with compiling and arranging course materials for SMCP training classes
Conference/Meetings:
- Attends regional out-of-town training events as on-site logistics coordinator and Audio/Visual point of contact. This includes the Statewide Misdemeanant Confinement Program classes, Leadership Institutes, Spring Meeting, Annual Business Conference, Fall Meeting, and other regional training events as assigned
- Assists with registration at Criminal Justice Programs events and training classes
- Works with the Director – Criminal Justice Programs in helping coordinate the selection process and dissemination of the Outstanding Bailiff Award
Miscellaneous:
- Makes arrangements for Peace Officer’s Memorial Day wreath
- Maintains Notary Public certification
- Prepares and sends Badge of Bravery email to sheriffs annually
- Assists co-workers as necessary and performs any additional duties as assigned
Qualifications:
Education Requirements: 4-year college degree or equivalent experience
Required Skills:
- Minimum 3-5 years related work experience
- Demonstrated collaborative skills and ability to work well within a team
- Proficiency with Microsoft Office, particularly Excel.
- Knowledge and ability to create, edit, and format excel spreadsheets and PDF files
- Demonstrated ability to work independently and solve problems
- Strong organizational and interpersonal skills
- Outstanding oral and written communication skills
- Ability to work in a fast-paced environment
- Knowledge of modern office practices and procedures
- Ability to adhere to our Association’s professional standards and core values
Supplemental Information:
The work is typically preformed in an office while sitting, standing, or stooping. The employee occasionally lifts light and heavy objects, weighing up to 20 pounds.
If you are interested in applying for the position, please submit your resume to jobs@ncsheriffs.net.
