Job Description and Responsibilities
The Administrative Assistant – Operations & Support Services is responsible for providing support to the Manager – Operations & Support Services. This is accomplished by offering a detailed approach to creating and editing documents and written communications, performing clerical functions, and handling multiple priorities that support the day-to-day operations of the Association.
Essential duties include, but are not limited to:
General Support:
- Opens, sorts, and delivers mail daily
- Answers door greets guests, and alerts appropriate staff of visitors
- Responsible for answering all incoming telephone calls on the NCSA main telephone line and directing calls to the appropriate party
- Responsible for office telephone management, including setting up new extensions, changing extensions, and phone tree management
- Checks NCSA mailbox and takes mail downstairs on a daily basis (by 12:00 p.m.)
- Monitors and updates staff telephone lists
- Responsible for facilitating Xerox maintenance with vendor, and stocking office copiers/printers and managing supplies
- Ensures tidiness of the NCSA work/common areas (Kitchen, conference rooms, copier rooms, etc.), and turns on dishwasher and unloads as needed
- Monitor and manage inventory of office supplies; order and distribute office supplies as necessary
- Responsible for updating the main voicemail greeting and sending reminders to all staff before holidays for out-of-office replies
- Provides general administrative support for various tasks and other projects, as assigned
- Prepares new sheriff welcome packets and retired sheriff packets
- Prepares sheriff ID credentials for new and retired sheriffs
- Mails list of active Sheriffs’ Spouses to the Sheriffs’ Spouses
- Prepares and sends email to Sheriffs’ wives to update contact information before Annual Business Conference
- Provides current list of Sheriffs and Retired Sheriffs to DMV for Sheriffs license tags
- Orders and fulfills Sheriff pocket badge requests
- Updates and maintains shared calendar for Holidays and Birthdays
- Updates and manages changes to the Association Letterhead
- Updates, manages, and maintains the Association’s style guide
- Provides support for all NCSA contact databases
- Prepares, mails, and processes memo and ballots for Sheriffs’ Education and Training Standards Commission and notifies the Commission of results annually
- Sends official memorandum to sheriffs requesting their interest in serving on specific committees following election and organizes NCSA committee chart and list of committee selections annually to distribute to all sheriffs
- Responsible for drafting and sending funeral notices, ordering funeral wreaths and ordering mourning bands when needed
- Prepares mailing list of Sheriffs and mail calendars to Sheriffs each year
- Prepares mail list of Active Sheriffs’ Spouses to Sheriffs’ Spouses
- Prepares mail list of Retired Sheriffs and Widows to Retired Sheriffs and Widows
- Assists, as needed, with edits and changes to the NCSA Sheriff Mobile App
- Provides general administrative support for various tasks and other projects, as assigned
- Supports the new hire process by collecting, printing, and distributing resumes
- Serves as back up for NCSA President’s Agenda
- Maintains Notary Public Certification
- Assists co-workers as necessary and performs additional duties as assigned
Miscellaneous:
- Complete assigned tasks on the tickler list
- Provides primary support, as needed, to Manager – Operations & Support Services
- Collect, proofread and/or assemble documents, reports, and/or other documentation
Qualifications:
Education Requirements: 4-year college degree or equivalent experience
Required Skills:
- Minimum three to five years administrative assistant experience required
- Demonstrated collaborative skills and ability to work well within a team
- Proficiency with Microsoft Office
- Demonstrated ability to work independently and solve problems
- Strong organization and interpersonal skills
- Strong 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.
