Executive Assistant (Sheriff's Office) at Ottawa County, MI

About the Department

Under the direction of the Sheriff and Undersheriff, this position oversees the daily administrative operations of the Sheriff’s Office to ensure the delivery of high-quality services. The role provides executive-level support to the Sheriff, Undersheriff, and Executive Team, and performs complex administrative tasks that require an in-depth understanding of departmental policies, procedures, and specialized operations.

This is a full-time, benefited position based out of the Fillmore Complex in West Olive. Typical working hours are Monday - Friday, 8:00am - 5:00pm.

Position Duties

The essential functions of this position include, but are not limited to, the following:

• Performs administrative support to the Sheriff and Undersheriff including duties such as meeting coordination, communication with various stakeholders, project management and document preparation. 
• Provides administrative support to the Sheriff’s Executive Team (Chief Deputy, Captains, Directors & Lieutenants) on all promotional processes within the Sheriff’s Office. Responsibilities include: posting job description, creating promotional files, facilitates evaluations to supervisors and command staff, scheduling interviews, filing and updating all staffing lists.
• Designs and develops office standard operating procedures to ensure efficient workflows and to comply with applicable laws, departmental policies, and best practices. 
• Maintains and manages the interview process for all external hires, including posting of positions, onboarding staff, and Michigan Commission of Law Enforcement Standards Licensing (MCOLES for L.E. staff)
• Creates and maintains confidential personnel records, including records of disciplinary action and medical leaves of absence.
• Responsible for the departmental ordering of equipment and office materials, tracks requests, and ensures appropriate documentation.  
• Creates and maintains databases and produces a variety of reports related to departmental activities. Creates, formats, and edits documents. Assembles materials and prepares reports of departmental service activities, status reports, and other data.
• May take and transcribe minutes at various meetings. Schedules and prepares agendas for various meetings and assembles and distributes meeting packets.
• Receives mail and telephone calls, handling certain matters directly or referring more complex ones to appropriate employee or official.
• Assists the Sheriff on special projects by collecting and compiling information, checking on various potential sources of information, and providing related support assistance. Works with county department heads and staff to obtain needed information.
• Following Board and Committee meetings, follows-up on agenda items, such as placing on agenda of another committee, referring information to legal counsel, preparing documents for signature, or other action. May assist in researching issues by calling other counties or agencies, and collecting and compiling information.
• Serves as the ADA Coordinator and the Leave Coordinator for the Sheriff’s Office.
• Performs other duties as assigned. 

Minimum Qualifications

Bachelor's degree from an accredited institution in Public Administration, Business Administration, Criminal Justice, or a related field and four years of progressively responsible experience in administration; or an equivalent combination of education and experience.

Other Qualifications

• Thorough working knowledge of office protocols and procedures.
• Thorough working knowledge of county policies and procedures.
• Excellent customer service skills.
• Computer literacy, including thorough working knowledge of word processing, spreadsheet and database management applications software.
• Excellent verbal and written communication skills.
• Excellent leadership and team building skills with thorough working knowledge of management and supervisory principles and practices. 
• Excellent interpersonal and human relations skills.
• Ability to interact positively and objectively with elected officials, department directors, managers, contractors and consultants, employees, parties with interests in matters involving the County, and members of the general public from a wide range of cultural and socio-economic backgrounds and with varying levels of educational attainment and communications skills.
• Must have a high degree of discretion and confidentiality.

Licenses and Certifications: 

• Must possess and maintain a valid driver’s license with an acceptable driving history.
• Must obtain a Notary Public certification upon hire.

Physical Requirements:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Working Conditions: 
Work is performed in a normal office environment.

Disclaimer:
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

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