Human Resources Administrative Assistant - Human Resources - Baldwin County Sheriff's Office

This position provides administrative support for the Human Resources Division and welcomes employees, vendors and the public to the Support Services building. Key duties include managing phone calls, sorting mail, performing clerical duties such as scanning, filing, ordering supplies, managing schedules and calendars, creating ID badges, preparing reports, and entering data in various law enforcement databases and the Human Resource Information System.

Successful applicants must pass a criminal background check.

WORK CONDITIONS

The job is in an office setting which requires long periods of sitting. It may require unexpected work hours to include working after regular office hours.

Reception and Referral

• Greets and directs visitors in a friendly and professional manner, ensuring a positive experience between the office and the public.
• Receives incoming mail and deliveries; disseminates items to appropriate staff.
• Posts notices at various facilities, delivers documents and handles general office errands.
• Secures information via telephone or personal contact; selects appropriate materials to answer questions, and often handles the inquiries independently.
• Maintains the reception and common areas, ensuring they are tidy and presentable at all times.

Clerical

• Orders and maintains office supply inventories.
• Coordinates basic facility needs including entering building maintenance work orders, following up to ensure completion.
• Prepares ID badges for Sheriff’s Office personnel, District Attorney’s office.
• Schedules and manages multiple calendars for meeting rooms and general office events, makes reservations and coordinates travel and training.
• Assists with data entry, document management, and special projects.
• Maintains organized filing systems and properly disseminates, files and archives all incoming/outgoing correspondence and other records related to the daily operations of the office.
• Scans, files, and uploads documents to multiple internal/external document libraries.
• Reviews and proofreads documents for accuracy and consistency.

Assistance to Management and Staff

• Provides administrative support such as typing, formatting, and editing documents and presentations.
• Handles confidential information with discretion and professionalism.
• Prepares reports, memos, and correspondence as directed.

4. Conducts research, verifies data accuracy, and compiles reports as needed.

NONESSENTIAL FUNCTIONS

• Attends training as required.
• Other duties as assigned.

PHYSICAL DEMANDS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this classification. Reasonable accommodations may be made to enable an individual with a qualified disability to perform the essential functions of a job, on a case-by-case basis

The work is generally sedentary to light and may require exerting up to 20 pounds of force occasionally to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

• Crouching: Bending the body downwards and forward by bending leg and spine
• Dexterity: Primarily with fingers and in picking, pinching or typing
• Grasping: Applying pressure with the whole hand
• Handling: Picking, holding or otherwise working with the whole hand
• Lifting: Ability to lift and move objects
• Reaching: Ability to frequently extend hand(s) and arm(s) in any direction.
• Mental Acuity: Ability to make rational decisions
• Repetitive Motion: Substantial movements (motions) of the wrists, hands and/or fingers
• Speaking/Talking: Ability to communicate clearly, accurately, and concisely though speech
• Hearing: Ability to hear and understand at normal speaking levels with or without correction
• Visual Acuity: Ability to perform activates such as preparing and analyzing data and figures, transcribing, viewing a computer screen/terminal; and/or extensive reading, with or without correction
• Walking: ability to move about on foot to accomplish tasks or moving from one work site to another
• Required: High School Diploma or GED certificate; two years administrative support experience
• Preferred: Strong computer skills, Microsoft Office (Word, Excel, PowerPoint etc.)
• Knowledge of administrative procedures and systems such as word processing, managing files and records, transcription, designing forms and other office procedures and terminology.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar, arithmetic and modern office practices and procedures.
• Technical skills to perform routine trouble shooting on office equipment (computers, faxes, scanners, printers, copiers)
• Ability to type with speed and accuracy, compose correspondence
• Ability to compose effective and accurate correspondence
• Ability to deal with non-routine matters
• Ability to complete complex work with minimal instructions, keep records and reference files, assemble and organize data
• Ability to meet and deal with the public in an effective and courteous manner
• Ability to exhibit a high degree of loyalty and integrity as a trusted confidant of the unit
• Ability to assume responsibility and execute the supervisor’s orders and instructions
• Ability to add, subtract, multiply, or divide correctly
• Ability to read, write, and speak and interpret the English language
• Ability to concentrate on a task over a period of time without being distracted