POSTING DATE: February 14, 2025

POSITION TITLE: EXECUTIVE ADMINISTRATIVE ASSISTANT

SALARY RANGE: $55,000 – $80,000 STATUS: MANAGEMENT

The Norfolk County Sheriff’s Office is seeking a highly skilled and detail-oriented Executive Administrative Assistant to provide executive-level administrative and secretarial support to the Executive Staff Office. This role involves managing confidential departmental information, handling communications, organizing office procedures, maintaining records, preparing reports, drafting correspondence, scheduling appointments, and coordinating meetings. The successful candidate must demonstrate a high level of professionalism, discretion, initiative, and decision-making ability. This position reports directly to the Chief of Staff or their designee.

STATEMENT OF RESPONSIBILITIES:

(The following duties are illustrative and do not encompass all responsibilities of the position. Additional tasks may be assigned as necessary.)

Provide comprehensive administrative and secretarial support to the Executive and/or management staff
Screen visitors and telephone calls, directing inquiries appropriately, drafting correspondence, and addressing general inquiries or complaints
Maintain and manage executive calendars, scheduling meetings and coordinating appointments
Prepare, review, and distribute correspondence and documents for signature and dissemination
Maintain organized filing systems, including administrative records, financial documentation, union contracts, emergency plans, and contact databases
Conduct research and provide relevant information as required, ensuring inquiries regarding technical or specialized matters are referred to appropriate personnel
Oversee office accounts, including purchase requisitions, expense tracking, account reconciliation, and procurement of supplies and services
Assist in managing projects and performing related research as needed
Record and transcribe meeting minutes as required
Perform additional duties as assigned by the Executive Staff

(The Sheriff of Norfolk County reserves the right to modify these responsibilities as needed.)

QUALIFICATIONS & SKILLS:

Must have a minimum of an Associate’s Degree or post-secondary certification with at least three (3) years of experience in administrative or secretarial work, or an equivalent combination of education and experience
Strong communication abilities, including diplomacy, discretion, and the capacity to interact professionally with governmental officials, elected representatives, department heads, employees, and the public
Advanced skills in Microsoft Office 365 and report generation; ability to efficiently utilize office management software
Excellent written and verbal communication skills
Strong planning and organizational skills with the ability to prioritize and manage multiple tasks effectively
Advanced understanding of office management principles; prior experience in correctional operations is preferred
Must possess a valid Massachusetts Driver’s License

WORK ENVIRONMENT:

Work is conducted in a standard office setting with moderate noise levels. Business dress required
May be required to work outside normal business hours to attend meetings or events
Operates various office equipment including computers, telephones, fax machines, copiers, printers, calculators, and specialized software such as Aestiva, Jiva Soft, OMS, PowerDMS, and CAMIS
Frequent interaction with the public, various Norfolk County Sheriff’s Office departments, officials, and State and Federal agencies through in-person meetings, telephone conversations, and email correspondence
Access to highly sensitive and confidential information
Responsibilities require the ability to analyze and evaluate information, applying appropriate judgment and professional office protocols within established policies and regulations

PHYSICAL REQUIREMENTS AND JOB CHARACTERISTICS:

Communication skills

Constant business contact with people

Frequent communication of data

Occasional direction, control and planning activity

Occasional influencing people about ideas or things

Frequent making generalizations, evaluations or decisions based on measurable or verifiable criteria

Frequent dealing with people beyond giving and receiving instructions

Frequent performing repetitive or similar work

Occasional performing under stress

Constant precise attainment of set standards and/or policies

Seldom noise

Seldom slippery floor hazard

Frequent sitting

Occasional standing

Occasional walking

Seldom kneeling

Seldom crouching/stooping

Seldom squatting

Seldom lifting (max. 40 lbs.)

Seldom carrying (max. 40 lbs.)

Seldom pushing

Seldom pulling

Seldom reaching

Occasional handling

Seldom feeling

Specifics (i.e. distance, length of time, height, force, manipulation, sensitivity) will be provided upon request

Limited supervision (must be highly autonomous; show much independence)

Variably-paced

HOURS OF WORK:

40 hours per week. These hours may vary according to the needs of the Correctional Center and may be set by the Sheriff or his designee.

LOCATION:

Norfolk County Sheriff’s Office

200 West Street

Dedham, MA 02026

Please submit cover letter, current resume and NCSO employment application to Sashell Thebaud, Human Resources Department 200 West Street, Dedham MA 02026, fax 781-461-1791, or via email recruit@norfolksheriffma.org.

NCSO is an Affirmative Action/ Equal Opportunity Employer.

M/F/D/V

All Applicants meeting Minimum Entrance Requirements will be considered for this position

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Norfolk County, MA Sheriff's Office, Patrick W. McDermott, Sheriff

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