Administrative Assistant

ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION

JOB TITLE: ADMISTRATIVE ASSISTANT ORIGIN DATE: JANUARY 2006
REPORTS TO: SHERIFF REVISION DATE: OCT 2022
DEPARTMENT: SHERIFF DEPARTMENT NO.: 10-17
CLASSIFICATION: NON-EXEMPT JOB ZONE:

I. JOB SUMMARY: This is a non-exempt position*. Performs a wide variety of administrative
support, secretarial and clerical services for the Sheriff and Undersheriff.

The roles, responsibilities, job functions, knowledge, skills, and abilities set forth herein may be revised
from time-to-time in order to comply with federal and state laws, departmental needs and the
changing requirements for this position.

II. ESSENTIAL FUNCTIONS:
a. Screen incoming phone calls for the Sheriff and Undersheriff; to take messages and

forward through calls based on the criteria set by each; to minimize interruptions from
sales representatives and calls from people needing an officer to file a report.

b. Prepare letters, memoranda and forms from rough drafts, tapes, and other sources;
obtain appropriate signatures, disseminate, and file.

c. Organize, type, and maintain Policy and Procedure manual in WORD program;
standardize all into uniform format.

d. Maintains appointments and schedules for Sheriff and Undersheriff.
e. Review and post to internal computer system statistical information on the operations

of the office, for management review.
f. Prepare copies of videos for prosecution and public information request. Custodian of

the video evidence system.
g. Show up for work on a regular and predictable basis as scheduled.

III. MARGINAL FUNCTIONS:

a. May be required to attend training sessions or seminars.
b. Perform related work as required by Sheriff or Undersheriff.
c. Record registrations, training hours and organize hospitality for Annual Spring training

event.

IV. QUALIFICATIONS:

a. Requires current Class C driver’s license.
b. Experience: Two years of Criminal Justice Office Experience preferred; Two years of

general office experience required. Experience with conference registration and

ADMINISTRATIVE ASSISTANT

hospitality desired. Persons in this position are expected to be performing at a
competent level after six months on the job.

c. Education: High school diploma considered. Two years post-secondary school desirable.
Associate’s degree or certification preferred.

d. Knowledge: Must be able to demonstrate knowledge of statutory requirements
applicable to this position within six months. Must demonstrate the ability to receive,
interpret and follow verbal and written instructions. Required to read, write, and speak
English fluently with the ability to speak Spanish helpful.

e. Skills: Operate typewriter, computer, calculator, fax machine, copier, and shredder.
Familiarity with WORD, and EXCEL software preferred, ACCESS and POWER POINT
helpful.

f. Problem Solving: A substantial number of incidents will arise in this position that will
require solutions that are outside established procedures.

g. Decision Making: Moderate situations arise in this position. May occasionally involve
complex decision making when acting for Supervisor.

h. Supervisory: None.
i. Financial/Budgetary: May handle moderate amount of cash.
j. Interpersonal: Frequent contact with Sheriff’s Office and County personnel. Substantial

telephone and direct personal contact with the public will require a real commitment to
solving the customer’s problem.

k. Working Conditions: Excellent facilities. May be subject to call in and required overtime.
l. Physical Requirements: Moderate requirement to lift 50 pounds to a height of 48

inches. Requires sufficient visual acuity to read, write and operate office equipment.
Requires sufficient hearing level to be able to deal with the public and communicate
with others directly or by telephone.

Employees hired after August 2018: Lyon County/City of Emporia (Company) understands that a job
analysis is being completed in compliance with the Americans with Disabilities Act (ADA). One of the
outcomes of the job analysis is the determination of one or more job specific tests that will either
qualify or disqualify the post-offer or post-employment (fit for duty) candidate for the position.

For the Classification Series of LYON COUNTY/CITY OF EMPORIA: OFFICE PERSONNEL: The Company
representative hereby acknowledges the following as valid physical requirements:

a. Employee lifts/carries 50 pounds occasionally (less than 33% of the time or 1-100 times
per day).

b. Employee lifts/carries 25 pounds frequently (34%-66% of the time or 100-500 times per
day).

c. Employee lifts/carries 10 pounds constantly (67%-100% of the time or over 500 times
per day).

d. Employee’s position requires pushing a maximum force of 5 pounds.
e. Employee’s position requires pulling a maximum force of 5 pounds.

ADMINISTRATIVE ASSISTANT

SAFE LIFTING CRITERIA:
f. Floor to knuckle: 45 lbs.
g. 12” to knuckle: 45lbs.
h. Knuckle to shoulder: 22.5 lbs.
i. Shoulder to overhead: 22.5 lbs.
j. Carry: 45 lbs.
k. Push: N/A
l. Pull: N/A

PHYSICAL DEMANDS: LIFT/CARRY:
Stand: O 10 lbs. or less: C
Walk: O 11-20 lbs.: F
Sit: O 21-50 lbs.: F
Handling: N 51-100: N
Reach Outward: O Over 100 lbs.: N
Reach above shoulder: O Push/Pull:
Climb: O 12 lbs. or less: C
Crawl: O 13-25 lbs.: F
Squat or kneel: O 26-40 lbs.: O
Bend: O 41-100 lbs.: N

N (not applicable) Activity is not applicable to this occupation.
O (Occasionally) Occupation requires this activity up to 33% of the time (0-2.5 hrs/day).
F (frequently) Occupation requires this activity from 33% - 66% of the time (2.5-5.5 hrs/day).
C (Constantly) Occupation requires this activity more than 66% of the time (5.5 hrs. per day).

This job description has been examined for compliance with the Americans with Disabilities Act
(ADA) and the Fair Labor Standards Act (FLSA). *The federal overtime provisions are contained in the
Fair Labor Standards Act (FLSA). Unless exempt, employees covered by the Act must receive overtime
pay for hours worked over 40 in a workweek at a rate not less than time and one-half their regular
rates of pay.

Subject to criminal record history checks, physical examination, and drug/alcohol screening prior to
employment.

Please note this job description is not designed to cover or contain a comprehensive listing of
activities, duties or responsibilities that are required of the employee for this job. Duties,
responsibilities, and activities may change at any time with or without notice.

REASONABLE ACCOMMODATION STATEMENT: To perform this job successfully, an individual must be
able to perform each essential duty satisfactorily. Reasonable accommodations may be made to
enable qualified individuals with disabilities to perform the essential functions.

ADMINISTRATIVE ASSISTANT