Administrative Assistant III (General Counsel)

Serves as the primary Freedom of Information Act (FOIA) Coordinator for the Sheriff’s Department. Performs a wide range of administrative and clerical duties, including reception, customer service, and recordkeeping for General Counsel. This role requires extensive reading and review of documents, statutes, and correspondence; therefore, the incumbent must be comfortable with and enjoy performing substantial reading as part of daily responsibilities. Demonstrates exceptional attention to detail, strong comprehension skills, and a commitment to providing excellent customer service. Maintains a high level of professionalism and confidentiality.

Essential Duties and Responsibilities

• Handles Freedom of Information Act requests, including pulling records, reviewing, redacting, calculating cost, and collecting payment.
• Balances the duty to disclose with protection of highly sensitive information; some of which is legally prohibited from public distribution. Examples include: autopsies, juvenile records, sexual assaults, expungements, etc.
• Oversees the public release of a substantial volume of data.
• Maintains the tracking of FOIA requests using the FOIA database.
• Navigates multiple records management systems.
• Coordinates with personnel across the department, including law enforcement, to obtain requested data.
• Maintains an elevated level of confidentiality.
• Prepares various correspondence for General Counsel including but not limited to memorandums, letters, reports, and forms.
• Answers the telephone; screens callers; provides information as requested or forwards calls to appropriate staff person; takes messages as necessary; greets and assists department visitors.
• Performs general administrative duties as required, including processing daily mail, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, and maintaining filing systems.
• Coordinates meetings and meeting space.
• Creates and maintains internal and external working relationships.
• Participates in training to gain knowledge and increase efficiency.
• Performs other similar duties as required.

Job Specifications and Qualifications

Knowledge:

• Administrative procedures;
• Recordkeeping procedures;
• Freedom of Information Act.

Skills:

• Microsoft Office;
• Written and verbal communication via in-person, phone or email contact;
• Attention to detail;
• Money-handling;
• Customer service in dealing with the public and legal personnel;
• Generating, updating and editing various reports.

Education/Experience:

• High School diploma or equivalent, with no experience required. Preferred education would include an Associate's Degree or higher. Preferred experience would include 1-3 years or more of administrative office experience.

Licensing and Certifications:

• None Required.

Working Conditions / Physical Requirements

• Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects.
• Positions in this class typically require talking, hearing, seeing, grasping, fingering, standing, walking and repetitive motions.

Pay: $18.17 - $20.90 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person