Job Description and Responsibilities
The Administrative Assistant – Government Relations & Legal is responsible for providing administrative support to the Association’s Executive Vice President and General Counsel, in addition to the Association’s legal staff and government relations staff. This is accomplished by offering a detailed approach to project management, creating documents and written communications, performing clerical functions, event planning, and managing and distributing information to staff and sheriff’s offices.
Essential duties include, but are not limited to:
Email and Correspondence
- Transcribes and sends emails, letters, and memos for EVP and Association’s legal staff
- Drafts letters, emails, memos, and other documents per EVP and Association’s legal staff requests
- Emails or mails Legislative Committee meeting minutes and all Membership meeting minutes to Association or Committee members
Media Calls
- All media calls are routed to Manager – Communications; AA – Government Relations & Legal serves as back up for all media calls
- Makes sure caller’s information is in Salesforce
- Asks caller for name, media organization, preferred telephone number, topic of story and deadline
- Send text message and email to EVP
Project Management
- Updates and maintains current position papers
- Updates bill tracking document
- Monitors legislation, as necessary
- Tracks and prints legislative reports on a monthly basis for EVP and Government Relations Counsel
- Schedules meetings on behalf of EVP and the Association’s legal staff
- Coordinates and monitors a project management system for the legal staff
- Organizes and maintains legal files in hard copy and electronic formats
- Prepares reports, training materials, and publications for legal staff
- Proofreads and redlines various legal documents for Association’s legal staff
Reporting
- Compiles, and disseminates Weekly Legislative Report and Final Legislative Report
- Prepares, notarizes, and files EVP’s Lobbyist reports and the Principal’s reports quarterly; prepares Lobbyist authorization and registration forms annually
- Prepares EVP’s Statement of Economic Interest annually
- Ensures the completion of minutes for the Legislative Day Meeting, as well as the Legislative Committee Meetings by editing and adding attachments
Event Planning
- Prepares notices and materials, and coordinates Legislative Committee meetings including notebooks and set up and break down of meeting room
- Maintains pending agenda items folders for Legislative Committee meetings
- Coordinates Legislative Day and Retired Sheriffs’ Luncheon including preparation of packets, agenda and speakers
- Coordinates Legislative Update Training programs including preparation of training materials, agenda, speakers and site setup
- Works any NCSA meeting and conference as requested
- Provides support with staff meetings and other staff functions as requested
- Prepares Defender of Public Safety Awards, including preparing awards and award materials
Miscellaneous
- Serves as backup to Coordinator – Executive Staff in regard to management of EVP’s email, daily voicemail greeting, email out of office message, and prepares daily packet for EVP in absence of Coordinator – Executive Staff
- Assists co-workers as necessary and performs any additional duties as assigned
- Attends NCSA conferences, as needed
- Maintains Notary Public certification
Qualifications:
Education Requirement: 4-year college degree or equivalent work experience
Required Skills:
- Demonstrated collaborative skills and ability to work well within a team
- Proficiency with Microsoft Office
- Demonstrated ability to work independently and solve problems
- Exceptional attention to detail
- Strong organization and interpersonal skills
- Outstanding oral and written communication skills
- Ability and desire 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
- Ability to perform other related duties as assigned
Supplemental Information:
The work is typically performed 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.
