Executive Secretary (Sheriff)

Works under the direct supervision of the Assistant Chief of the Shelby County Sheriff’s Office Administration to plan, organize, and supervise and/or administrative areas of work responsibility and staff.

Pay Grade: 44
Salary Commensurate with Experience and Education

1. Four (4) years of progressively responsible secretarial and clerical experience AND

2. High school diploma or possess a GED OR

3. Three (3) years of progressively responsible secretarial and clerical experience and one (1) year of college study (30 semester hours or 36 quarter hours) from an accredited college or university or business school certificate in secretarial sciences or office administration.

4. PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

1. Serves as secretary to supervise and/or lead administrative staff.

2. Composes, determines format, and types correspondence (i.e. memoranda, reports, and other documents) requiring individual judgment and other communication of a sensitive nature.

3. Receives, transmits, and informs department heads and other operating personnel of policies established, administrative decisions reached, and problems resolved.

4. Maintains highly confidential files, records, and documents and handles other administrative matters.

5. Schedules, plans, and prepares for meetings, employee group sessions, and other organization functions, and composes summary reports.

6. Takes minutes of meetings, composes, types, and distributes according to departmental policy.

7. Maintains daily calendars, appointment schedules, and schedules and screens telephone calls for the Assistant Chief.

8. Researches and compiles information for Sheriff’s Office Command Staff.

9. Assists in the administration of the office budget as required.

10. Handles incoming and outgoing mail distributes, routes, and files as required.

11. Performs other related duties as required or directed.

1. Knowledge of County organization, practices, and procedures.

2. Knowledge of English grammar and presentation formats.

3. Ability to express ideas clearly, concisely, and effectively orally and in writing.

4. Ability to organize interoffice procedures.

5. Ability to act with tact and good judgment in dispensing information.

6. Ability to coordinate the work efforts of others and supervise employees.

7. Ability to deal with officials, employees, and the public with courtesy and tact.

8. Skill in summarizing minutes, conferences, etc., and type into proper format.