Colorado Nonprofit Association

Administrative Assistant

   

v Do you enjoy helping team members with programs supporting
the criminal justice profession?
 

v Do you have a passion for public safety? 

v Are you looking for fulfilling work? 

  

If you enjoy supporting the launching
of new programs, logistical and administrative tasks, want to positively affect
health and safety across the state, and are seeking a supportive work culture,
then County Sheriffs of Colorado (CSOC) is the place for you! 

  

Our employees are passionate
about the work they do and believe in the value they bring to the organization
and the public. As a small team we recognize the importance of teamwork and
building relationships. Our work is
important and seemingly never ending, but we acknowledge the need for personal
wellness and laughter along the way. 

  

CSOC is a non-profit organization
dedicated to preserving the Office of Sheriff by providing relevant programs
and support to all county sheriffs’ offices within Colorado. We do this by providing educational and professional
development to all law enforcement, promote public safety initiatives and
programs, and support law enforcement and public safety personnel in times of
stress and need.  

  

We are currently seeking a
full-time Administrative Assistant to support the implementation of the Jail
Standards Advisory Committee (JSAC) program and to assist in the overall
operations to join our team of dedicated employees! This is an opportunity to
assist in the creation and implementation of important efforts to support
county Sheriffs’ jail related work across the state, as well as other programs
and initiative of the organization.   

Job Title – Administrative
Assistant
 

Reports to- Executive
Director
 

Reports to Job Holder – None 

  

Job Purpose 

The Administrative Assistant is
primarily responsible for providing support to leadership and assisting in
managing the organization’s general administrative activities.
 

  

Role Profile 

  

Role Name: Jail Standards Advisory Committee (JSAC) Assistant 

Purpose of Role: Provide assistance to the JSAC Program Manager in efforts to
implement and manage a state-wide jail standards assessment program.
 

Responsibilities 

· Organize and schedule
committee meetings, take and distribute meeting minutes, finalize and send out
meeting agendas.
  

· Provide logistical support
for jail assessments, training sessions, and events.
 

· Maintain lists of volunteer
jail assessors and jail operations subject matter experts.
 

· Assist in creating forms,
checklists, etc. for use by the jail assessors.
 

· Finalize assessment reports
and upload them to the appropriate site.
 

· Assist in creating and
publishing the annual report for the Legislative Oversight Committee.
 

· Develop and maintain a
filing system.
 

Key Results/Expectations 

· Committee meetings are held
on a regular schedule and meeting minutes are provided within 1 week of the
meeting.
 

· Scheduled jail assessments
are clearly documented and easy to understand.
 

· Jail assessment reports are
finalized and uploaded timely.
 

· The annual report is
professionally done and submitted on time.
 

· An efficient filing system
for the program is used and easy to access.
 

Knowledge and Skills Required 

· Expert in use of Microsoft Suite
and basic computer skills.
 

· Ability to effectively
implement plans.
 

· Skilled in program
development and implementation.
 

· Excellence in setting
priorities and juggling a variety of deadlines.
 

· Demonstrated success in
coordinating multi-facet projects.
 

  

· Behavioral Competencies 

· Organization 

· Communication 

· Professionalism 

  

Role Name: Executive Director (ED) Assistant 

Purpose of Role: Assist the ED with routine tasks, special projects and
overall efforts in meeting the mission of the organization.
 

Responsibilities: 

· Track CSOC’s various reporting
due dates and assist in preparation of regularly scheduled reports.
 

· Manage and update the
Sheriff’s Knowledge Base system to include updating the functionality by adding
links to case law, statutes, etc.
 

· Develop and maintain
listservs for a variety of groups for ease of communications.
 

· Provide other clerical and
administrative support as requested.
 

· Complete and distribute
monthly Board of Director meeting materials.
 

  

Key Results/Expectations: 

· Mandatory reporting
requirements are accurately completed and submitted on time.
 

· The Sheriff’s Knowledge Base
is easy to navigate, holds current information, and accessible to all sheriffs
and undersheriffs.
 

· Communication with groups is
seamless and simplified.
 

· Requests for assistance are
handled professionally and on time.
 

Knowledge and Skills
Required
 

· Ability to effectively track
reporting needs and deadlines.
 

· Proficient in communication with
a variety of individuals at all levels.
 

· Skilled in records
management.
 

· Understanding of creating
and maintaining group contact lists.
 

Behavioral Competencies: 

· Teamwork 

· Time Management 

· Attention to Detail 

  

Role Name: CSOC Team
Assistant
 

Purpose of Role: Ensure the CSOC team members are supported through managing
the organization’s general administrative activities
 

  

  

Responsibilities:  

· Handle basic and simple accounting
duties as assigned.
 

· Maintain CSOC financial and
accounting filing system and archive previous year’s files according to
schedule.
 

· Maintain office policies and
procedures ensuring best practices are incorporated and information is current.
 

· Manage asset inventory. 

· Answer main phone line and
monitor general email accounts.
 

· Greet and provide general
support to visitors.
 

· Assist in CSOC events,
conferences, and meetings.
 

· Provide back up support for
data entry of membership activity.
 

  

Key Results/Expectations 

· Procedures and policies are
clearly identified and updated.
 

· Participation in CSOC events
is provided when needed.
 

· Accounting functions are
completed accurately following policies and procedures.
 

· Visitors and callers are
greeted in a friendly and professional manner.
 

· Understanding of the
membership management system is sufficient to allow for accurate data entry as
needed.
 

Knowledge and Skills
Required
 

· Experience in scheduling, administrative
tasks, and accounting/bookkeeping work.
 

· Proficient in Microsoft Office
Suite and general computer skills.
 

· Strong verbal and written
communications skills.
 

· Strong data entry skills. 

· Ability to juggle multiple
priorities.
 

  

Behavioral Competencies 

· Articulate 

· Customer Service 

· Detail Driven 

· Resourceful 

   

 Job Title – Administrative
Assistant
 

Reports to- Executive
Director
 

Reports to Job Holder – None 

  

Job Purpose 

The Administrative Assistant is
primarily responsible for providing support to leadership and assisting in
managing the organization’s general administrative activities.
 

  

Role Profile 

  

Role Name: Jail Standards Advisory Committee (JSAC) Assistant 

Purpose of Role: Provide assistance to the JSAC Program Manager in efforts to
implement and manage a state-wide jail standards assessment program.
 

Responsibilities 

· Organize and schedule
committee meetings, take and distribute meeting minutes, finalize and send out
meeting agendas.
  

· Provide logistical support
for jail assessments, training sessions, and events.
 

· Maintain lists of volunteer
jail assessors and jail operations subject matter experts.
 

· Assist in creating forms,
checklists, etc. for use by the jail assessors.
 

· Finalize assessment reports
and upload them to the appropriate site.
 

· Assist in creating and
publishing the annual report for the Legislative Oversight Committee.
 

· Develop and maintain a
filing system.
 

Key Results/Expectations 

· Committee meetings are held
on a regular schedule and meeting minutes are provided within 1 week of the
meeting.
 

· Scheduled jail assessments
are clearly documented and easy to understand.
 

· Jail assessment reports are
finalized and uploaded timely.
 

· The annual report is
professionally done and submitted on time.
 

· An efficient filing system
for the program is used and easy to access.
 

Knowledge and Skills Required 

· Expert in use of Microsoft Suite
and basic computer skills.
 

· Ability to effectively
implement plans.
 

· Skilled in program
development and implementation.
 

· Excellence in setting
priorities and juggling a variety of deadlines.
 

· Demonstrated success in
coordinating multi-facet projects.
 

  

· Behavioral Competencies 

· Organization 

· Communication 

· Professionalism 

  

Role Name: Executive Director (ED) Assistant 

Purpose of Role: Assist the ED with routine tasks, special projects and
overall efforts in meeting the mission of the organization.
 

Responsibilities: 

· Track CSOC’s various reporting
due dates and assist in preparation of regularly scheduled reports.
 

· Manage and update the
Sheriff’s Knowledge Base system to include updating the functionality by adding
links to case law, statutes, etc.
 

· Develop and maintain
listservs for a variety of groups for ease of communications.
 

· Provide other clerical and
administrative support as requested.
 

· Complete and distribute
monthly Board of Director meeting materials.
 

  

Key Results/Expectations: 

· Mandatory reporting
requirements are accurately completed and submitted on time.
 

· The Sheriff’s Knowledge Base
is easy to navigate, holds current information, and accessible to all sheriffs
and undersheriffs.
 

· Communication with groups is
seamless and simplified.
 

· Requests for assistance are
handled professionally and on time.
 

Knowledge and Skills
Required
 

· Ability to effectively track
reporting needs and deadlines.
 

· Proficient in communication with
a variety of individuals at all levels.
 

· Skilled in records
management.
 

· Understanding of creating
and maintaining group contact lists.
 

Behavioral Competencies: 

· Teamwork 

· Time Management 

· Attention to Detail 

  

Role Name: CSOC Team
Assistant
 

Purpose of Role: Ensure the CSOC team members are supported through managing
the organization’s general administrative activities
 

  

  

Responsibilities:  

· Handle basic and simple accounting
duties as assigned.
 

· Maintain CSOC financial and
accounting filing system and archive previous year’s files according to
schedule.
 

· Maintain office policies and
procedures ensuring best practices are incorporated and information is current.
 

· Manage asset inventory. 

· Answer main phone line and
monitor general email accounts.
 

· Greet and provide general
support to visitors.
 

· Assist in CSOC events,
conferences, and meetings.
 

· Provide back up support for
data entry of membership activity.
 

  

Key Results/Expectations 

· Procedures and policies are
clearly identified and updated.
 

· Participation in CSOC events
is provided when needed.
 

· Accounting functions are
completed accurately following policies and procedures.
 

· Visitors and callers are
greeted in a friendly and professional manner.
 

· Understanding of the
membership management system is sufficient to allow for accurate data entry as
needed.
 

Knowledge and Skills
Required
 

· Experience in scheduling, administrative
tasks, and accounting/bookkeeping work.
 

· Proficient in Microsoft Office
Suite and general computer skills.
 

· Strong verbal and written
communications skills.
 

· Strong data entry skills. 

· Ability to juggle multiple
priorities.
 

  

Behavioral Competencies 

· Articulate 

· Customer Service 

· Detail Driven 

· Resourceful