Career Openings

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Position: Administrative Assistant Operations & Support Services
Job Description and Responsibilities

The Administrative Assistant is responsible for answering the telephone, escorting office guests, and provide assistance to Operations & Support Services. The Administrative Assistant reports to the Director – Operations & Support Services.

Essential duties include, but are not limited to:

  • Customer Service
    • 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
    • Updates and manages ACT (ACT Administrator)
  • Email/Correspondence
    • Opens, sorts, and delivers mail daily
    • Checks NCSA mailbox and takes mail downstairs on a daily basis by 12 p.m.
    • Processes requests for association directories
    • Assists with responding to all requests for information by national and North Carolina sheriff’s offices
    • Maintains Notary Public Certification
  • Office Support
    • Monitors and updates staff telephone lists
    • Responsible for updating the main voicemail greeting and sending reminders before holidays for all staff to update voicemail and out-of-office assistant on email
    • Responsible for the management of staff key cards and gate access transponders
    • Stock office copiers
    • Responsible for drafting and sending funeral notices, and ordering funeral wreaths and mourning bands, when needed
    • Ensures tidiness of the NCSA work areas (kitchen, work room, conference room, etc. and notifies the Business Operations Coordinator of any extra attention needed by other
      staff), and turns on the dishwasher and unloads as needed
    • Provides general administrative support for various tasks and other projects, as assigned
    • Monitor and manage inventory of office supplies; order and distribute office supplies as necessary
  • Conference /Meetings/SLI
    • Responsible for organization and replenishment of supplies for the portable office
    • Mails continuing education credit certifications to all training class attendees, once received from the North Carolina Justice Academy
    • Responsible for the oversight of the Association’s trailer and trailer keys
    • Drafts and orders awards and plaques for the Annual Business Conference and Sheriffs’ Leadership Institute
    • Assists with researching issues and policies related to the Office of the Sheriff and the criminal justice system in North Carolina
    • Drafts thank you letters for guest speakers and trainers after all Association conferences and training events
    • Maintains a list of venue information including preferred meeting locations, hotels, caterers, transportation companies and trainers
    • As requested, assists the Manager – Conference/Meetings/SLI and Senior Coordinator – Conference/Meetings/SLI with conducting research, drafting reports, scheduling meetings and training, and other duties as assigned
    • Sets up folders and appropriately files and maintains documentation for all Association conferences, training events, and training and events meetings
    • Assist with compiling evaluation summary reports
    • Assist with planning and executing meetings as necessary
    • Assists the Manager – Conference/Meetings/SLI with updating and maintaining an electronic file of training topics of interest to sheriffs
  • Other Responsibilities
    • Assists as needed to transcribe emails, letters, and other documents
    • Provides primary support as needed to Director-Operations & Support Services
    • Assists with preparing onboarding materials for new hires
    • Coordinate and schedule applicant interviews
Qualifications:

Education Requirement: 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 Word, PowerPoint and Excel
  • Demonstrated ability to work independently and solve problems
  • Strong organization 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
  • Ability to perform other related duties as assigned

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.

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