The Washington County Sheriff’s Office is seeking an experienced Executive Assistant to provide confidential and complex administrative duties in support of the Sheriff and Sheriff’s office executive-level management. The Executive Assistant position requires exceptional organizational, coordination, and communication skills and will serve as a liaison for the Sheriff, both internally and externally, while representing the Sheriff’s Office to various stakeholders.
Our Ideal Candidate is a proactive detail-oriented individual with exceptional problem-solving skills. They will be adaptable to a fast-paced environment with the discretion to handle confidential information. Additionally, the successful candidate will be experienced with Microsoft Office 365 Suite products and be skilled at learning new software quickly.
This position may be eligible for a hybrid work schedule after initial onboarding and is subject to department need. Additionally, this position will require attendance to meetings scheduled outside of regular business hours.
About Washington County’s Sheriff’s Office
The Washington County Sheriff's Office (WCSO) is a full-service law enforcement agency located in Hillsboro, Oregon, serving the residents of the county's urban and rural areas. WCSO enhances public safety by fostering professionalism, compassion, and trust within its team and the communities it serves. WCSO is the primary first responder for unincorporated residents, offering services from routine patrol and crime investigation to specialized teams. The WCSO also operates the county’s only jail and provides services to cities within the county on a contract basis.
To learn more about us, please visit this link: Sheriff’s Office
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role, even if you believe you do not meet all of the hiring criteria described in the minimum qualifications.
ESSENTIAL JOB DUTIES
Key responsibilities of this position include:
- Maintains background files for all Sheriff’s Office employees and coordinates authorized release of information to other agencies and departments within Washington County.
- Acts as the primary notetaker for the Sheriff and executive team in meetings, transcribes decisions and action items and creates an official record for future reference and accountability; maintains Sheriff's records and presentations for planned eventsorganizing all logistics and details of the off-site and on-site meetings to include location, agenda, and catering.
- Assists Division Commanders and Supervisors with personnel and discipline related documentation; coordinates background checks, manages employee requests, handles correspondence related to resignations, recruitment support, and on-boarding new employees.
- Provides assistance and oversight related to confidential accreditation standards, administrative reviews, demands to bargain, grievances, employee evaluations, internal affairs investigations, and community member complaints.
- Supervises, trains, and assists in the evaluation of administrative support staff within respective executive work unit; manages performance; assists employees in correcting performance deficiencies; and implements discipline procedures.
- Supervises and coordinates a broad range of office management functions, to include calendar management for meetings, appointments, training, and events to remove any scheduling conflicts for the Sherif; ensure all documents and materials are prepared in advance; track and follow up on deadlines for outstanding items; track the spending and budget for executive administration.
- Plans travel and prepares itineraries to include flights, hotels, and rental cars. Completes travel follow-up documentation in a timely manner, including finalizing travel expense report.
- Develops annual work plan for the administrative support team, including establishing priorities for process improvements, investment in technology, staff training, tools, and equipment.
MINIMUM QUALIFICATIONS
Education and Experience:
- A Bachelor’s Degree in Public or Business Administration, English, Communications, or a related field, AND four (4) years of administrative and office management experience providing confidential support to an executive office.OR
- An associate degree in Public or Business Administration, English, Communications or a related field, AND six (6) years of administrative and office management experience providing confidential support to an executive office. OR
- Eight (8) years of administrative and office management experience providing confidential support to an executive office.
Additional Licenses, Certificates, Physical Abilities and Specialty Requirements:
- Must successfully pass a background investigation conducted by the Sheriff's Office.
This position is classified as Executive Assistant. Classification descriptions are typically written broadly. To review the full information of this classification, please use the following link here.