SO Senior Administrative Specialist - Personnel Assignment

Posting number: 14.03391

Department: Sheriffs Office

Division: Law Enforcement

Job classification: SO_Senior Administrative Specialist

Posting type: Open & Promotional

Categories: Office and Administrative Support

Summary

Reporting directly to a Sheriff’s Office Manager, Commander or Paralegal, responsible for providing advanced administrative support to an assigned division. Level II of II in Sheriff’s Office Administrative Specialists. 

Examples of duties

• Provides direct customer service either in person or on the telephone
• Creates and maintains various reports related to assigned division
• Creates and maintains forms, worksheets, and informational materials
• Ensures comprehensive filing systems are maintained and up to date
• Assists in planning and executing special projects and events
• Assists with policy and procedure updates
• Assists in various staffing processes
• Reviews stock inventory and processes purchase requisitions for needed supplies and equipment
• Cross-trains with office staff in other areas to ensure continuity of departmental operations
• Attends all meetings and trainings, as required
• Performs special duties as assigned

Patrol Assignment

• Processes complaint and affidavit requests
• Creates law enforcement schedule
• Maintains and organizes patrol activity logs, daily reports, incident reports, and shift summaries
• Prepares correspondence, memos, schedules, spreadsheets, and other documents for supervisors
• Answers phones, responds to emails, and routes inquiries to appropriate personnel
• Maintains and files patrol reports given by the patrol supervisors (i.e., inspections, video reviews)
• Assists in preparing and monitoring the patrol unit’s annual budget
• Processes purchase requests, invoices, and vendor payments for patrol operations
• Maintains spreadsheets and financial logs to ensure accurate spending records
• Verifies that all required fields, incident details, and officer statements are complete and accurate
• Ensures affidavits adhere to legal standards, agency formatting, and submission deadlines
• Uploads and files PC affidavits in the appropriate records management system
• Coordinates with officers to correct errors, clarify statements, or obtain additional information
• Submits completed affidavits to supervisors, detectives, or prosecutors as required by protocol

Criminal Investigation Division (CID) and Administrative Division Assignments

• Assists in various budget related tasks including documenting expenditures and monitoring balances
• Maintains equipment and vehicle inventory

Open Records Assignment

• Assists in processing and responding to Open Records Requests 

• Researches, prepares, and disseminates information as per guidelines set under the Texas Public Information Act and other applicable policies and laws while maintaining a high level of security and confidentiality
• Locates, compiles, and copies records responsive to verbal and written requests for information
• Reviews records in response to verbal and written requests for information to determine what information can be released, if any, under the Texas Public Information Act and other laws apply to the information requested, as directed by Paralegal; confirms the related charges for copies of and access to public information as allowed under the Texas Public Information Act
• Reviews and prepares records under the Texas Public Information Act; reviews and processes/redacts digital media while maintaining all compliance requirements
• Reviews and processes Texas Public Information Act requests and paperwork for interdictions within the time restrictions set for each request
• Maintains knowledge base of current laws and policies to help minimize liability
• Knowledge of Texas Public Information Act and Privacy Act laws, policies, and regulations

Personnel Assignment

• Cross-trains with staff in the personnel area to ensure continuity of departmental operations 
• Assist with biweekly New Employee Orientation and onboarding tasks/processes  
• Assist with retention schedules for personnel records 
• Assists in processing and responding to Open Records Requests 
• Assist with preparation and processing of all job posting for the Sheriff’s Office 
• Responsible for executing all sof