Executive Administrative Assistant

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.)

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

BENEFITS:

• Health/Dental/Vision/Life Insurance
• Tuition Remission
• Massachusetts State Retirement Plan
• Deferred Compensation Plan
• Vacation/Personal/Sick Benefits
• Paid Holidays/Comp
• Stipends for Longevity & Fitness

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

NCSO is an Affirmative Action/ Equal Opportunity Employer.

M/F/D/V

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