SO Senior Administrative Specialist

JOB SUMMARY

EXAMPLES OF WORK PERFORMED

• Provides direct customer service either in person or on the telephone
• Creates and maintains various reports related to assigned division
• Creates and maintains forms, worksheets, and informational materials
• Ensures comprehensive filing systems are maintained and up to date
• Assists in planning and executing special projects and events
• Assists with policy and procedure updates
• Assists in various staffing processes
• Reviews stock inventory and processes purchase requisitions for needed supplies and equipment
• Cross-trains with office staff in other areas to ensure continuity of departmental operations
• Attends all meetings and trainings, as required
• Performs special duties as assigned

• Processes Complaint and Affidavit requests
• Creates Law Enforcement schedule
• Maintains and organizes patrol activity logs, daily reports, incident reports, and shift summaries
• Prepares correspondence, memos, schedules, spreadsheets, and other documents for supervisors
• Answers phones, responds to emails, and routes inquiries to appropriate personnel
• Maintains and files patrol reports given by the patrol supervisors (i.e., inspections, video reviews)
• Assists in preparing and monitoring the patrol unit’s annual budget
• Processes purchase requests, invoices, and vendor payments for patrol operations
• Maintains spreadsheets and financial logs to ensure accurate spending records
• Verifies that all required fields, incident details, and officer statements are complete and accurate
• Ensures affidavits adhere to legal standards, agency formatting, and submission deadlines
• Uploads and files PC affidavits in the appropriate records management system
• Coordinates with officers to correct errors, clarify statements, or obtain additional information
• Submits completed affidavits to supervisors, detectives, or prosecutors as required by protocol

• Assists in various budget related tasks including documenting expenditures and monitoring balances
• Maintains equipment and vehicle inventory

• Assists in processing and responding to Open Records Requests

• Researches, prepares, and disseminates information as per guidelines set under the Texas Public Information Act and other applicable policies and laws while maintaining a high level of security and confidentiality
• Locates, compiles, and copies records responsive to verbal and written requests for information
• Reviews records in response to verbal and written requests for information to determine what information can be released, if any, under the Texas Public Information Act and other laws apply to the information requested, as directed by Paralegal; confirms the related charges for copies of and access to public information as allowed under the Texas Public Information Act
• Reviews and prepares records under the Texas Public Information Act; reviews and processes/redacts digital media while maintaining all compliance requirements
• Reviews and processes Texas Public Information Act requests and paperwork for interdictions within the time restrictions set for each request
• Maintains knowledge base of current laws and policies to help minimize liability
• Knowledge of Texas Public Information Act and Privacy Act laws, policies, and regulations

• Assists in onboarding and offboarding of Williamson County Sheriff’s Office employees
• Processes new hire paperwork, system access, and wallet IDs
• Schedules fingerprinting and drug screens
• Processes Verification of Employment Requests

• Assists with maintaining and organizing of confidential files, correspondence, and departmental records
• Tracks and manages incoming and outgoing documentation, ensuring timely routing, signatures, and follow-ups
• Monitors project timelines, meeting notes, and action items to assist in departmental follow-through for assigned executive personnel
• Handles sensitive and confidential information with discretion as needed
• Provides general administrative and clerical support to ensure smooth daily operations in the administrative office

• Reports directly to – Sheriff’s Office Supervisor, Commander or Paralegal
• Direct Reports – No

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying
• Position may involve working day and/or overnight shifts

• Work is primarily indoors in an air-conditioned environment
• Contact with persons accused or convicted of crimes
• Contact with law enforcement officials and public
• Open Records Assignment: Exposure to graphic reports, video, and audio recordings

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency
• Regular attendance is required

MINIMUM QUALIFICATIONS

• High School diploma or equivalent
• Two (2) years of clerical experience in a professional office environment

• Valid driver’s license
• Patrol Assignment: Texas Law Enforcement Telecommunications System (TLETS) certification, Federal Emergency Management Agency (FEMA) certification, Criminal Justice Information Services (CJIS) certification

SUPPLEMENTAL INFORMATION

A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) calendar days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilcotx.gov/469/Human-Resources.

Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA). If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.