ADMIN ASST II - SHERIFF

Location: Sheriff’s Office
Job Title: Administrative Assistant II - Sheriff

Created: 3/2015
Review/Revision Date: 8/2015, 8/2016, 9/2018, 4/2020, 4/2021, 11/2022, 5/2023,
7/2023

GENERAL STATEMENT OF DUTIES

Under general supervision, performs a variety of administrative task in the processing of forms and
records requiring the application and interpretation of office procedures and department rules and
regulations within the sheriff’s office. Work involves preparing a variety of statements, correspondence,
reports, files and records; obtaining information for reports from the general public; and providing
information to department personnel, other agencies as well as the general public. Educating and training
new team members, managing team schedules as well as evaluating employee performance. Must be
experienced in all areas of a law enforcement administrative division and be able to efficiently manage
daily operations. Employee also operates a computer terminal connected to the Division of Criminal
Information, National Crime Information Center to obtain and enter a variety of data and validating DCI
files. Employee must exercise considerable tact and courtesy, good communication skills, and have the
ability to remain calm under pressure due to frequent contact with the public. Employee must also
exercise independent judgement and initiative in completing assigned task while being experienced in
the division responsibilities. Reports to the Chief Deputy.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Operates computer terminals connected with the Division of Criminal Information and the National
Crime Information Center to obtain driver’s history, vehicle registration data, gun permit verification,
criminal record information, etc. Enters information into network such as missing person identities,
descriptions of stolen vehicles or other articles; corresponds with other law enforcement or public
service’s jurisdictions through DCI system; processes and maintains records of information obtained;
monitors terminal to receive incoming data, routing communications as appropriate. Must be certified in
all six DCI modules. Required yearly training for related certifications. Must also have a working
knowledge of civil law and process and records management. Must be experienced with all programs

used in the administrative division including but not limited to DCI, RMS, Permitum, Offender Watch,
CJLeads, NCAware, Kronos, Word/Excel, Outlook, Munis. Must be a Notary Public.

Answers telephone and greets visitors, receiving inquiries and providing information or referring caller to
proper officials, as appropriate; receives complaints and prepares preliminary reports, or updates existing
case files, as appropriate; may operate two-way radio to contact department personnel in field. Responsible
for the review and approval/denial of purchase and concealed permits with questionable background
information. Will conduct permit revocation notifications and hearings as required by state and federal
law.

Provides customer service in the issuance of permits for various inspections and regulations; answers a
variety of questions from the general public; deposits cash receipts.

Responds to written requests for information, retrieving materials from files and requesting additional
information from a variety of sources, as appropriate, and mailing copies of materials to requesting parties.

Maintains data bases of a variety of information, including Narcotics, Criminal Investigations, Special
Vicitm’s Unit investigation cases and suspects, criminal histories, lab test requests and reports, District
Attorney's office information, etc. Is also responsible for fingerprinting, processing of subpoenas and all
NCIC entries.

Serves as agency administrator for Permitium, Offender Watch, and NCAware. Will perform varies
other duties for the Administrative Officer I as required.

ADDITIONAL JOB FUNCTIONS

Performs related work as required.

PHYSICAL REQUIREMENTS

Must be able to physically perform the basic life operational functions of reaching, fingering, talking,
hearing, and repetitive motions.

Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible
amount of force frequently or constantly to move objects.

Must possess the visual acuity to prepare and generate data and figures, operate a computer, and determine
the accuracy, neatness and thoroughness of the work assigned.

DESIRABLE EDUCATION AND EXPERIENCE

Graduation from High School and one through three (1-3) years experience in an administrative support
capacity including operation of basic computer programs (Microsoft Office – Word, Excel, Outlook).
Previous supervision in a law enforcement setting preferred.

SPECIAL REQUIREMENTS

Must be a United States Citizen.

Must be at least 18 years of age.

Must possess a valid North Carolina Driver’s License.

Certification by the North Carolina State Bureau of Investigation's Division of Criminal Information in
operation of the Division of Criminal Information Network within six (6) months of employment ...
Must have NO Felony convictions. Must have NO convictions for a crime or unlawful act defined as a
Class B Misdemeanor within the past ten (10) years. Also, cannot have two (2) or more Class B convictions
regardless of the date of conviction.