Administrative Secretary - Sheriff's Office

at  Humboldt County

SHERIFF’S DEPARTMENT

Records Division, Business Office, & Correctional Facility
Do you have administrative or office experience? The Sheriff’s Department has vacancies in two divisions and are seeking administrative professionals to join their team!
When you work for the Humboldt County Sheriff’s Office, you aren’t just another employee, you are family. Our family is growing and we want YOU to join! We are looking for people who like to stay busy, can multi task and have excellent communication skills while still being able to understand and maintain confidentiality standards.

QUALIFICATIONS

Knowledge of:

• Standard office administrative and secretarial practices and procedures, including filing and business letter writing.
• The operation of common office equipment, including a word processor and personal or on-line computer equipment.
• Policies and procedures related to the division to which assigned.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Business arithmetic, including percentages and decimals.
• Record keeping principles and practices.
• Basic supervisory principles and practices.

Skill in:

• Providing varied secretarial and office administrative assistance to management, supervisory and professional staff.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Establishing and maintaining effective working relationships with those contacted in the course of the work.
• Composing correspondence independently or from brief instructions.
• Organizing and maintaining accurate records and files.
• Making arithmetic calculations with speed and accuracy.
• Operating standard office equipment, including a word processor, personal or on-line computer and multi-line telephone equipment.
• Directing the work of and training others in work procedures.
• Typing at a rate of 50 net words per minute from printed copy.

Other Requirements:
Specified positions may require possession of a valid California driver’s license.
Desirable Education and Experience:
A typical way to obtain the knowledge and skills outlined above is:
EITHER one year of secretarial experience providing responsible office and administrative support assistance at a level equivalent to the County’s class of Secretary OR three years of general clerical or office support experience.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The county Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the county is working to ensure that these commitments are reflected in all we do. The county recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA+ community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.
If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.

WHAT YOU’LL DO:

• Type and draft a wide variety of finished documents
• Schedule and arrange for meetings
• initiate specified correspondence independently for signature by appropriate management, supervisory or professional staff
• Compile data from multiple sources to complete and process forms, documents and reports in accordance with established procedures
• Receive and screen visitors and telephone calls and take messages; provide information regarding County or unit activities and functions to clients, the public and other staff
• Perform general office support activities as required

For positions in the Correctional Facility:

• You are often the first point of contact with family and friends of those incarcerated
• You provide information to the families such as charges, bail amounts, housing, visitation schedules, etc.
• You will also work to provide information and schedule interviews for attorneys, law enforcement, and programs.
• Your role also includes working closely with Corrections Officers in the booking area where they will perform basic office tasks as well as booking arrestees.

WHERE YOU’LL DO IT:

These positions are located in the Sheriff’s Department on the ground floor of the Humboldt County Courthouse and the Correctional Facility, located adjacent to the Humboldt County Courthouse.
A typical schedule for positions in the Business Office and Records is Monday - Friday, 7:30 am to 4 pm, with a 30-minute lunch.

Positions in the Correctional Facility have a typical schedule of 5 days a week, 8 hours a day.

• Schedules will be set in a day shift and evening shift, between the hours of 7 am to 10:30 pm either Monday - Friday or Wednesday - Sunday. The evening schedules also include a $0.50 per hour incentive.
• You much be willing to work holidays and you will be compensated.
• Due to working within a locked facility, there is an additional $0.95 incentive for every hour worked in the facility.
• Lunches are half an hour and a meal is provided at no extra cost.

SUPPLEMENTAL INFORMATION:PLEASE NOTE: The successful candidate for this position will be required to undergo a detailed background investigation.

EXAMPLES OF DUTIES

• Receives and screens visitors and telephone calls, providing factual information which requires the interpretation of departmental policies and procedures; takes messages or refers the caller to the proper person.
• Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
• Opens and sorts mail and attaches pertinent back-up materials; processes outgoing mail as required.
• Types drafts and a wide variety of finished documents from stenographic notes, brief instructions, or prior materials; may use work processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
• May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various office files, including personnel and tickler files; purges files as required.
• Assists with the development and administration of the annual budget; may prepare or maintain statistical, fiscal or payroll information.
• Follows up on projects, transmits information, and keeps informed of division activities.
• Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
• Provides lead direction to office support staff on a project or ongoing basis; instructs staff in work procedures and/or reviews work for format, accuracy and consistency.