Executive Assistant - Sheriffs Office

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• Provide comprehensive administrative support to the Sheriff, Chief Deputy and Law Enforcement Bureau Chief to include managing appointment calendar, responding to mail, e-mail and telephone inquiries
• Compose and prepare documents and update as necessary presentation materials, manuals, professional correspondence, memoranda, reports and other materials from electronic files, handwritten notes, or other sources, for approval and signature as appropriate; proof and edit materials for accuracy and format; make corrections
• Compile and prepare data, reports and presentations, conduct research and analysis
• Prepare Sheriff’s Office correspondence which requires knowledge of division programs, personnel, procedures, functions and policies
• Coordinate and complete long-term complex projects, special projects, etc., as assigned
• Prepare agenda, reference materials, reports and minutes for meetings led by the Sheriff, Chief Deputy and Law Enforcement Bureau Chief
• Assist with processing procurement requests, p-card purchases, and other transactions in the automated financial system (Infor), as needed
• Attend Command Staff meetings and prepare meeting minutes when needed
• Serve as the Division’s sick leave donor and extended sick leave liaison
• Maintain all Sheriff’s Office confidential files and ensure compliance with the County’s Record Retention Policy; assist in maintaining files related to current and past employee background, medical record, psychological exam, internal inquiry file, and citizen complaint
• Attend, record, and transcribe Office of Policy and Compliance trial board and interview with employees and legal counsel
• Perform data entry, tracking, and dissemination of summons
• Maintain master office phone list, team assignment list, and car number roster; manage FCPS school access card list; oversee the Internal Affairs master ledger list
• Administer the Law Enforcement Center’s building access program and security database; conduct annual cardholder audit
• As needed, work directly with the Sheriff and outside legal counsel on lawsuits
• Provide back up support to administrative staff as needed
• Maintain and oversee the Everbridge system which includes entering and removing staff and sending out notices as needed
• Perform other related duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The qualifications/requirements, knowledge/skills/abilities and physical requirements or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Associate's degree
• Minimum 4 years of progressively responsible administrative, executive, or secretarial work experience
• Intermediate skills in Micrsoft 365
• NOTE: Additional years of administrative experience may substitute for a portion of the education requirement

• Strong clerical and record-keeping skills, including the ability to accurately perform basic math and financial functions
• Ability to accurately compile and prepare statistical data and reports
• Ability to effectively access and utilize Microsoft Office Suite, e-mail, spreadsheet and other systems and equipment, and to learn new software as it is required
• Ability to effectively organize work, determine priorities, including the ability to make decisions and complete assigned duties with minimal supervision
• Discretion and good judgment in dealing with sensitive and personal information with ability to maintain appropriate confidentiality
• Strong and effective spoken and written (English) communication skills including the ability to clearly explain policies and procedures
• Ability to establish and maintain effective working relationships with co-workers, representatives of cooperating agencies and the general public

• Bachelor’s degree
• Advanced skills in Microsoft 365
• Minimum 1 year work experience providing executive level administrative support
• Civilian law enforcement work experience

• While working in this position, the employee is required to constantly sit; occasionally walk, stoop, lift up to 20 pounds, push up to 40 pounds, pull up to 40 pounds and reach; and rarely climb and lift between 20-50 pounds
• While working in this position, the employee is required to constantly work indoors and rarely outdoors

• Available for varied evening and weekend work hours to accommodate meetings, special events, etc.
• Ability to provide own transportation to meetings, etc.
• This position is subject to random drug testing, to include testing for marijuana
• Required certifications must be maintained throughout tenure of employment
• This position is designated as security-sensitive and requires a satisfactory background investigation, conducted by the Frederick County Sheriff's Office, in accordance with established Frederick County policy

1. An evaluation of training and qualifications
2. One or more interviews
3. A pre-employment drug test, to include testing for marijuana
4. A pre-employment polygraph test (inquiries include criminal, credit, drug use and personal history)
5. A pre-employment background investigation conducted by the Frederick County Sheriff’s Office