KIND OF WORK:

• This position provides a combination of high-level administrative support and specialized records management for the Sheriff’s Office.
• The role involves traditional administrative duties—such as scheduling, correspondence, and internal support—as well as the critical responsibility of managing incoming and outgoing documents and records.
• This includes assigning financial documents to the appropriate personnel for processing and maintaining organized, up-to-date records in line with internal policy and legal requirements. 
• This position will also perform duties related to Treasury and Legislative documents.
• The position requires the ability to operate personal computers, copiers, scanners and other standard office equipment as well as the ability to effectively use programs such as Word, Excel, Adobe PDF and SharePoint.  
• Work is performed with limited supervision, requiring strong initiative, confidentiality, accuracy, and attention to detail.

EXAMPLES OF WORK: (not intended to be all inclusive)

• Provides excellent customer service through proactive responses, resolving concerns, performing research, providing referrals and follow-up. (Daily)
• Provides administrative support to the Budget Office, including front desk customer support, calendar management, internal communication, and document preparation (Daily)
• Serves as a resource for administrative duties, purchasing, personnel matters, customer services, and other duties as required. (Daily)
• Maintains a complete and accurate Documents log of all incoming invoices, receipts, and check requests and assigns them to appropriate analysts for processing (Daily)
• Assist JSO personnel with questions/issues regarding any purchases or invoices. (Daily)
• Tracks status of pending financial and legal actions, providing updates to leadership (Weekly)
• Administers the tracking and payment status of lost/stolen property (Daily)

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of laws, ordinances, regulations, and JSO departmental/divisional policies and procedures associated with work assigned.
• Knowledge of alpha and numeric filing procedures.
• Knowledge of standard office practices and procedures.
• Ability to make and verify mathematical calculations.
• Ability to establish and maintain information, record, document, and file systems.
• Ability to prepare reports.
• Ability to analyze and/or review payroll, leave, purchasing, or general budgetary files and records for accuracy and compliance with appropriate laws, policies and procedures, and collective bargaining agreements.
• Ability to gather information from customers, and the general public.
• Ability to follow oral and written instructions.
• Ability to communicate effectively.
• Ability to speak and write English.
• Ability to operate a motor vehicle.
• Ability to establish and maintain effective working relationships.
• Ability to operate a personal computer using email, word processing, database applications and other office equipment.
• Ability to develop classroom schedules.
• Ability to analyze and comprehend written material.
• Ability to lift and move equipment weighing 50 pounds or more.
• Ability to provide high volume customer service.

OPEN REQUIREMENTS/ SUPPLEMENTAL INFORMATION:  

• A four-year combination of education and/or professional experience providing advanced level administrative support. An Associates Degree or Bachelor’s Degree is preferred.
• Above average proficiency in Microsoft Office (e.g. Excel, Work, SharePoint, Outlook, etc.) is preferred.
• Strong organizational skills, attention to detail, and the ability to work independently while handling sensitive information are critical to success in this role.
• The successful candidate will also have exceptional communication skills.

The City of Jacksonville is an Equal Opportunity/Equal Access Employer and will provide equal opportunity to all employees and applicants in compliance with all applicable federal and state employment laws and the current interpretation of employment discrimination by the United States Equal Employment Opportunity Commission, as set forth in Directive 0528.  There shall be no discrimination or harassment against any person with regard to race, color, sex (including pregnancy), sexual orientation, gender identity or expression, religion, political affiliation, national origin, disability, age, marital status, veteran status, or any other impermissible factor in recruitment, hiring, compensation, training, placement, promotion, discipline, demotion, transfers, layoff, recall, termination, working conditions and related terms and conditions of employment.