Part-Time Administrative Assistant III (Training Division)

Job Purpose

Performs various administrative and clerical duties to include reception, customer service, and recordkeeping for the Training Division.

Essential Duties and Responsibilities

• Compiles, certifies, and prepares training documents for law enforcement officer recertification.
• Records training data for all employees and reserve deputies in the Records Management System (RMS).  Data is pulled from various sources, including course rosters, memos, tests, documentation forms, inspection forms, critiques, and training certificates from outside training classes.  All papers are scanned and saved to the server, and attached to records in RMS when appropriate.  Files all training records.  All training record hardcopies are saved for three years.
• Maintains the Excel spreadsheet for officer certification; includes deputy names, certification date, and date recertification paperwork is due to the South Carolina Criminal Justice Academy.  Fifty days prior to recertification, views the officer’s training record in RMS to determine if it is complete or if the officer needs more training.  If complete, creates the recertification paperwork.  If it is not, notifies officers of deficiency and monitors the officer’s progress.
• Summarizes block training critiques for management staff.  Score responses using Excel, create graphs, and email.
• Teaches Bloodborne Pathogen class to law enforcement and corrections officers.        Develops a PowerPoint presentation based on the latest information available from the OSHA, CDC, SC DHEC, and LCSD events.  Prepares a test to give as part of this training.
• Teaches Personal Protective Equipment Field Kit class.  Develops a PowerPoint presentation based on the lesson plan and contents of the kit.  Performs a respirator fit-test for officers assigned a respirator.
• Teaches other in-service training, as assigned, and assists with training classes.
• Answers the telephone; screens callers; provides information as requested or forwards calls to appropriate staff person; takes messages as necessary; greets and assists department visitors.
• Performs general administrative duties as required, including processing daily mail, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, and maintaining filing systems.
• Coordinates meetings and meeting space.

• Performs other similar duties as required.

Job Specifications and Qualifications

Knowledge:

• Administrative procedures;
• Recordkeeping procedures;

Skills:

• Microsoft Office;
• Written and verbal communication via in-person, phone or email contact;
• Attention to detail;
• Data Entry and Reporting.

Education/Experience:

• High School diploma or equivalent, with at least 1 year of experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Licensing and Certifications:

• None Required.

Note:  This is a part-time position which does earn annual leave and sick leave at one-half the rate of a full-time employee.

Working Conditions / Physical Requirements

• Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects.
• Positions in this class typically require talking, hearing, seeing, grasping, fingering, standing, walking and repetitive motions.

Equal Opportunity Employer