Administrative Assistant Detective Bureau

To apply you must fill out an application on our website, https://medinasheriff.org/services/mcso-application/ to be considered for the position. The Detective Bureau Administrative Assistant is responsible for providing comprehensive administrative support to the Detective Bureau. This role includes managing sex offender, violent offender and arson offender registries, ordering office supplies, organizing and filing case files, supporting the CART team and county detective meetings, transcribing notes, handling inmate call searches, setting up hosted training events at Akron University, and downloading and redacting body and in-car camera video and audio. Additionally, the role involves preparing and managing public records requests, handling FBI/BCI web checks, updating reports with Grand Jury results and criminal counts, and more. The position also requires assistance with training requests, maintaining proficiency with various law enforcement data systems, performing general housekeeping duties, and occasionally covering the front reception and CCW permits and patrol administrative assistant responsibilities when not available. Also, includes special projects as assigned.

Duties and Responsibilities:

• Provide general administrative support to the Detective Bureau, including scheduling meetings, managing correspondence, maintaining files, prepare and process reports, memos, and other documentation as required.
• Assist with the preparation and coordination of investigative materials and case documentation.
• Oversee the administration of the sex offender, violent offender registry, and the arson offender registry, including data entry, record maintenance, and periodic updates and ensure compliance with local, state, and federal regulations regarding offender registration and reporting.
• Coordinate with law enforcement agencies and other stakeholders to ensure accurate and timely updates to both registries.
• Handle inquiries related to the registries, maintaining confidentiality and adherence to legal guidelines.
• Assist in the preparation and maintenance of case files and evidence logs. Organize and file case documents, ensuring they are easily accessible and up to date. Research and retrieve information from archived cases as needed to support ongoing investigations.
• Upload journal entries to case reports and update reports with Grand Jury results and criminal counts.
• Order and manage supplies for the Detective Bureau, ensuring availability and cost-effectiveness and maintain inventory and track expenditures related to office supplies.
• Assist with the administrative tasks of the CART team and county detective meetings, including scheduling, organizing materials, and coordinating logistics.
• Search and download inmate calls as requested by other agencies and attorneys, ensuring compliance with legal requirements and confidentiality standards.
• Download and redact body and in-car camera video and audio as required for investigations and legal proceedings.
• Prepare and manage public records requests, ensuring timely and accurate responses in compliance with legal and departmental guidelines. Ensure all redactions are performed in accordance with legal standards and departmental policies.
• Conduct FBI/BCI web checks as needed for investigations and background verifications.
• Assist with sealed and expunged records, ensuring proper procedures are followed for access and documentation.
• Update and prepare the "Do Not Buy" list for CIMS (Criminal Information Management System).
• Prepare end-of-year statistical reports and analysis to support departmental planning and performance evaluation.
• Assist Adult Parole with booking sheets and related information.
• Maintain cleanliness and organization within the Detective Bureau office and related areas. Ensure that common areas, files, and supplies are kept orderly and presentable.
• Scan training files into CAD system, including any backlog of training records/certificates and all training records/certificates on an on-going basis, backup.
• Cover the front reception area, greeting visitors, and handling inquiries, during lunch and other assigned times.
• Provide support for CCW permits and patrol administrative assistant responsibilities.
• Provide administrative support and ensure continuity of office operations by covering all Patrol Administrative Professional responsibilities during periods of absence.
• Ensure all activities and records comply with legal requirements and departmental policies.
• Administrative mail run to county offices.
• Transport evidence to BCI.
• Any and all other duties as assigned.

Regular and reliable attendance.

Qualifications:

High School Diploma or equivalent Minimum 3-5 years' relevant work experience required. Relevant work experience includes general clerical experience in an administrative or office support role. Proficient in Microsoft Office applications (Excel, Word, Outlook). Proficient with OHLEG, LEADS, CIMS, MATRIX, and other law enforcement data systems Advanced written and verbal communication skills. Strong ability to multitask and be flexible. Able to handle confidential information with discretion and professionalism. Precise attention to details. Manage time-sensitive projects and multiple priorities. Work under pressure and effectively handle high volume workloads. Complete assigned projects without strict supervision. Must pass background check and comply with facility security protocols. Get along with superiors, peers, and subordinates.

Knowledge, Skills and Abilities:

• Knowledge of administrative and clerical procedures, records management, and general office operations.
• Knowledge of criminal justice terminology, investigative processes, offender registry requirements, public records laws, and confidentiality standards.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and law enforcement data systems including OHLEG, LEADS, CIMS, MATRIX, and CAD.
• Skill in organizing, maintaining, and updating detailed records and case files with a high degree of accuracy.
• Ability to download, manage, and redact digital audio/video files in compliance with legal and departmental guidelines.
• Strong written and verbal communication skills, including report preparation and professional correspondence.
• Ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment.
• Ability to handle sensitive and confidential information with discretion and sound judgment.
• Ability to work independently with minimal supervision while maintaining accuracy and productivity.
• Strong interpersonal skills and the ability to maintain professional working relationships with law enforcement personnel, external agencies, inmates, and the public.
• Ability to adapt to changing assignments and perform special projects as assigned
• Strong interpersonal and communication skills.
• Ability to remain calm and compassionate in high-stress situations.

Physical Requirements:

Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Must be able to access and navigate each department at the organization's facilities. Bend, stretch, reach, grasp. Will work in proximity of firearms and other weapons. Will work in proximity of inmates.

Benefits:

Medical/Dental/Vision insurance coverage OPERS Pension Plan Vacation Sick Time Personal Days 12 holidays Update on-site fitness facility Sounds like the perfect position for you, then please apply! You must fill out an application on our website, medinasheriff.com to be considered for the position. Medina County Sheriff's Office is an Equal Opportunity Employer and does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.

Job Type:

Full-time Pay:

$23.00 - $25.00 per hour

Benefits:

401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person