Administrative Assistant - Emergency Management

General Duties: Ensures office efficiency by managing a wide variety of high-level administrative duties and operational support to specific divisions within the Sheriff’s Office to include Patrol, Detentions, Investigations, Highlands Ranch Special Operations, Emergency Management, Support Services, Sheriff’s Administration, or Training. This role serves as a key liaison, maintaining professional standards while interacting with the general public, elected officials, and law enforcement executives. Supervision Exercised: This position does not have direct reports. Supervision Received: Works under the general supervision of a Division Chief. While receiving general direction, the incumbent is expected to function with a high level of initiative, judgment, and flexibility. Specific Emergency Management Duties: Gather, reconcile and submit Fire Reimbursement for OEM staff to State/Federal Close partnership with Budget Logistics related to aviation billing, vouchering, contract management for helicopter, services, software, etc. Travel Vouchers for trainings, disaster deployments Emergency Operations Center (EOC) administrator when activated – assists personnel, volunteers, outside agencies, with accessing systems, ensuring all members have the necessary resources to assist during activation, etc. Assist Wildfire Mitigation Coordinator with grant tracking/reconciliation and Budget Logistics with reporting. Other Administrative Duties and Responsibilities (not intended to be an exhaustive list): Proactively manages executive calendars and records detailed minutes for high level administrative and strategic meetings. Independently drafts professional correspondence, memorandums, and reports for executive leadership with minimal supervision. Coordinate all aspects of internal and external meetings, including room reservations, technology setup, and the preparation of confidential briefing materials. Serves as a primary point of contact for heads of law enforcement agencies and political representatives, requiring high-level professionalism and discretion. Manages extensive public contact, navigating complex inquiries and providing information in accordance with agency policy. Maintain precise filing systems and documentation in compliance with law enforcement records retention and/or CJIS security standards. Facilitate the seamless flow of information between the executive suite, departmental divisions, and external government bodies. Orchestrates travel and training arrangements for executive leadership. Assists in the planning, coordination, and implementation of the division budget; monitors monthly expenditures to ensure strict fiscal compliance. Manages the full procurement lifecycle, including initiating quote requests for equipment/services, processing purchase orders, and monitoring projects from inception to completion. Must be able to handle the fast-paced and ever-changing nature of an active Sheriff’s Office. Performs other duties and jobs as required and assigned.