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Executive Assistant - Washington County Sheriff's Office

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Executive Assistant - Washington County Sheriff's Office

Salary

$68,494.40 - $93,433.60 Annually

Location

Stillwater, MN

Job Type

Full Time

Job Number

25-00103

Department

Sheriff Office

Division

SHR Administrative

Opening Date

07/01/2025

Closing Date

7/15/2025 11:59 PM Central

+ Description

+ Benefits

+ Questions

JOB SPECIFICS

Reporting to the County Sheriff, the Executive Assistant to the Sheriff plays a pivotal role in supporting the efficient functioning of the Sheriff's office. This position requires a highly organized, resourceful, and professional individual capable of handling a wide range of administrative and clerical tasks. The Executive Assistant will directly assist the Sheriff in managing day-to-day operations, communication, and coordination within the department, as well as with external stakeholders, ensuring the smooth operation of the office.

DESIRABLE EXPERIENCE :

+ Current Notary Public or willingness to obtain within 6 months of hire.

+ Experience in a law enforcement setting, Sheriff's Office preferred

+ Experience in planning and coordinating meetings, events, or other office activities

+ Ability to identify solutions to challenges

+ Ability to assess situations quickly, analyze information, and make sound decisions

SELECTION TECHNIQUE: Your training and experience will be rated based on the required application material submitted and the top scoring candidates will be forwarded to the hiring department for further consideration.

HOURS / DAYS: 7:30 a.m.-4:00 p.m., Monday-Friday. Work schedules (hours and days) and location are subject to change based on department needs.

ANTICIPATED HIRING RANGE: $68,494.40 - $93,433.60 Annually

E-Verify Participation: Washington County participates in the federal E-Verify program. This means that Washington County will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization. If the Government cannot confirm that you are authorized to work, Washington County is required to give you written instructions and an opportunity to contact DHS and/or the SSA before taking adverse action against you, including terminating your employment. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.

E- Verify Participation Poster (https://web1.co.washington.mn.us/NeoGovNotices/HR/2024/E-Verify\_Participation\_Poster\_Eng\_Es.pdf)

Right to work Poster

JOB SUMMARY

Reporting to the County Sheriff, the Executive Assistant to the Sheriff plays a pivotal role in supporting the efficient functioning of the Sheriff's office. This position requires a highly organized, resourceful, and professional individual capable of handling a wide range of administrative and clerical tasks. The Executive Assistant will directly assist the Sheriff in managing day-to-day operations, communication, and coordination within the department, as well as with external stakeholders, ensuring the smooth operation of the office.

EMPLOYMENT CRITERIA

MINIMUM QUALIFICATIONS: The Executive Assistant position requires a bachelor’s degree from an accredited educational institution, or equivalent and/or two years' experience in a law enforcement setting, Sheriff’s Office preferred. The incumbent serves at the pleasure of the County Sheriff.

CORE COMPETENCIES, JOB SPECIFIC KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR SUCCESSFUL JOB PERFORMANCE

Core Competencies (https://web1.co.washington.mn.us/NeoGovNotices/HR/CoreCompetenciesDefined2025.pdf) outline essential business and professional traits necessary to perform this job.

+ Support and prioritize a welcoming and respectful workplace that fosters diversity and encourages contributions from all individuals.

+ Provide inclusive and equitable service to all members of the community with dignity and respect.

+ Demonstrate support for the County’s diversity, equity and inclusion program.

+ Promotes a culture of continuous quality improvement in the workplace.

+ Demonstrates knowledge of or ability to learn quality/continuous improvement.

+ Demonstrates knowledge of legal principles, practices, and processes.

+ Demonstrates knowledge of the Sheriff’s Office role in conducting county business.

+ Demonstrates skills in group presentation.

+ Demonstrates ability to use a computer, typewriter, dictation equipment, calculator, telephone, copier, fax machine, scanner, projector, camera, and audio and video equipment in the training room.

+ Demonstrates ability to exercise sound judgment when making decisions.

+ Demonstrates ability to speak clearly and persuasively in positive or negative situations.

+ Demonstrates ability to write clearly and informatively.

+ Demonstrates ability to accept responsibility for own actions.

+ Demonstrates ability to work well under pressure.

+ Demonstrates ability to follow through on commitments.

+ Demonstrates ability to work in an honest and ethical manner.

+ Demonstrates ability to maintain confidentiality.

+ Demonstrates ability to exercise sound judgment when making decisions.

+ Demonstrates ability to work with a variety of complex computer programs and online platforms.

DUTIES & RESPONSIBILITIES

+ Provide comprehensive administrative support to the Sheriff, including managing calendars, scheduling, handling correspondence, and organizing travel arrangements.

+ Serve as the primary point of contact for internal and external communications, screening and directing inquiries appropriately, and maintaining confidentiality as required.

+ Create, manage, and maintain official documents, records, and files, ensuring accuracy, accessibility, and compliance with legal and regulatory requirements.

+ Serve as a Notary Public for the Sheriff’s Office.

+ Coordinate and prepare materials for departmental meetings, briefings, and presentations, ensuring all necessary information is available and distributed in a timely manner.

+ Assist in the implementation of departmental policies, procedures, and guidelines, ensuring adherence throughout the organization.

+ Collect, compile, and analyze data as needed for reports, presentations, and decision-making purposes, ensuring accuracy and relevance.

+ Plan, coordinate, and execute special events, community outreach programs, and public relations activities on behalf of the Sheriff's office.

+ Assist in monitoring and managing departmental budgets, tracking expenditures, processing invoices, and preparing financial reports as required.

+ Serve as a liaison between the Sheriff's office and various stakeholders, including government agencies, community organizations, law enforcement agencies, and the public, fostering positive relationships and effective communication.

+ Undertake special projects and assignments as directed by the Sheriff, which may involve research, analysis, and the development of recommendations to support departmental goals and initiatives.

+ Coordinate and supervise intern program – provide operational guidance or direction and manages the scheduling of resources. Manages and documents staff performance.

+ Attend meetings and provide periodic status reports as directed.

Performs other duties as assigned.

Essential functions: 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, and 13

WORK ENVIRONMENT

Work is sedentary in nature and involves sitting most of the time; however, a sit/stand desk is provided. Physical effort is light for most of the work with lifting or carrying limited to 20 pounds intermittently. Report preparation and writing at times requires extended use of a keyboard. There is pressure associated with responding to inquiries from the media quickly, dealing with demanding or intimidating people, and meeting deadlines.

Most work is performed in a normal climate-controlled office environment with moderate noise levels and adequate lighting. However, the Executive Assistant attends events at a number of public venues both inside and outdoors occasionally. This requires working during the evening and on weekends. Work may require traveling locally twice per month.

Additional physical/mental requirements that occur may not be listed above but are inherent in performing the position’s essential functions.

This job description is intended to describe the kinds of tasks and level of work difficulty being performed by people assigned to this classification. The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The County retains the discretion to add or change the contents of this job description at any time.

Washington County offers a comprehensive benefit package (https://web1.co.washington.mn.us/NeoGovNotices/HR/2025/BenefitsGuideBook2025.pdf) including paid time off, holidays, medical, dental, vision, life and long-term disability insurance.

For a more detailed overview of our Confidential benefit package, click here (https://www.washingtoncountymn.gov/DocumentCenter/View/50347/Confidential-and-County-Attorney-Executive-Assistant-Benefit-Synopsis-PDF) .

01

The Executive Assistant position requires a bachelor's degree from an accredited educational institution, or equivalent and two years experience as an Executive Assistant. Please indicate below whether you possess these minimum qualifications:

+ Yes

+ No

02

If you indicated meeting the minimums by having an equivalent combination of education and experience, please briefly describe the combination and explain why you feel it is equivalent. (If you answered "No" to the above question, enter "NA" in the text box.)

03

This is an employment at-will position, and the incumbent serves at the pleasure of the County Sheriff. Please indicate below if you accept these terms.

+ Yes

+ No

04

Are you currently a Notary Public, or are you willing to obtain Notary Public certification within 6 months of hire?

+ Yes

+ No

05

If you answered "Yes" to the above question, you must provide if you are currently a Notary Public and when your commission ends.

06

Do you have previous work experience in a law enforcement setting?

+ Yes

+ No

07

If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

08

Do you have previous work experience in planning and coordinating meetings, events, or other office activities?

+ Yes

+ No

09

If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

10

Do you have previous work experience in effectively identifying solutions to challenges?

+ Yes

+ No

11

If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

12

Do you have the demonstrated ability to assess situations quickly, analyze information, and make sound decisions in a work setting?

+ Yes

+ No

13

If you answered "Yes" to the above question, you must provide a detailed summary of your experience and the name of the employer(s) where you gained that experience. (If you answered "No" to the above question, enter "NA" in the text box.)

Required Question

Employer

Washington County (MN)

Address

14949 62nd Street North Stillwater, Minnesota, 55082

Phone

651-430-6081

Website

https://www.washingtoncountymn.gov

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