SO Senior Administrative Specialist

JOB
Reporting directly to a Sheriff’s Office Manager, Commander or Paralegal, responsible for providing advanced administrative support to an assigned division. Level II of II in Sheriff’s Office Administrative Specialists.

EXAMPLE OF DUTIES
Provides direct customer service either in person or on the telephoneCreates and maintains various reports related to assigned divisionCreates and maintains forms, worksheets, and informational materialsEnsures comprehensive filing systems are maintained and up to dateAssists in planning and executing special projects and eventsAssists with policy and procedure updatesAssists in various staffing processesReviews stock inventory and processes purchase requisitions for needed supplies and equipmentCross-trains with office staff in other areas to ensure continuity of departmental operationsAttends all meetings and trainings, as requiredPerforms special duties as assignedPatrol AssignmentProcesses Complaint and Affidavit requestsCreates Law Enforcement scheduleMaintains and organizes patrol activity logs, daily reports, incident reports, and shift summariesPrepares correspondence, memos, schedules, spreadsheets, and other documents for supervisorsAnswers phones, responds to emails, and routes inquiries to appropriate personnelMaintains and files patrol reports given by the patrol supervisors (i.e., inspections, video reviews)Assists in preparing and monitoring the patrol unit’s annual budgetProcesses purchase requests, invoices, and vendor payments for patrol operationsMaintains spreadsheets and financial logs to ensure accurate spending recordsVerifies that all required fields, incident details, and officer statements are complete and accurateEnsures affidavits adhere to legal standards, agency formatting, and submission deadlinesUploads and files PC affidavits in the appropriate records management systemCoordinates with officers to correct errors, clarify statements, or obtain additional informationSubmits completed affidavits to supervisors, detectives, or prosecutors as required by protocolCriminal Investigation Division (CID) and Administrative Division AssignmentsAssists in various budget related tasks including documenting expenditures and monitoring balancesMaintains equipment and vehicle inventoryOpen Records AssignmentAssists 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 confidentialityLocates, compiles, and copies records responsive to verbal and written requests for informationReviews 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 ActReviews and prepares records under the Texas Public Information Act; reviews and processes/redacts digital media while maintaining all compliance requirementsReviews and processes Texas Public Information Act requests and paperwork for interdictions within the time restrictions set for each requestMaintains knowledge base of current laws and policies to help minimize liabilityKnowledge of Texas Public Information Act and Privacy Act laws, policies, and regulationsPersonnel AssignmentAssists in onboarding and offboarding of Williamson County Sheriff’s Office employeesProcesses new hire paperwork, system access, and wallet IDsSchedules fingerprinting and drug screensProcesses Verification of Employment RequestsHeadquarters AssignmentAssists with maintaining and organizing of confidential files, correspondence, and departmental recordsTracks and manages incoming and outgoing documentation, ensuring timely routing, signatures, and follow-upsMonitors project timelines, meeting notes, and action items to assist in departmental follow-through for assigned executive personnelHandles sensitive and confidential information with discretion as neededProvides general administrative and clerical support to ensure smooth daily operations in the administrative officeORGANIZATION RELATIONSHIPSReports directly to – Sheriff’s Office Supervisor, Commander or ParalegalDirect Reports – NoPHYSICAL DEMANDSPosition involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carryingPosition may involve working day and/or overnight shiftsENVIRONMENTAL FACTORSWork is primarily indoors in an air-conditioned environmentContact with persons accused or convicted of crimesContact with law enforcement officials and publicOpen Records Assignment: Exposure to graphic reports, video, and audio recordingsIRREGULAR HOURSWork outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be requiredMay be deemed essential personnel in the event of an emergencyRegular attendance is requiredThe above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

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.TOBACCO FREE WORKPLACE POLICYWilliamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) is prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.