Administrative Assistant

Kitty Heine

701 E. End St.

Goliad, Texas 77963

Office: 361-645-3451, ext. 112

Fax: 361-645-2230

email: heinek_d5@yahoo.com

Duties of the Administrative Assistant

Serves as the focal point of communication between the agency and all local, state, and federal agencies as well as local members of the community answering questions as necessary and resolving problems, determines matters which need attention of the sheriff, and drafts responses as necessary.

Provides policy/procedure regulation interpretation to agency personnel as needed.

Coordinates daily activities of the sheriff including scheduling all meetings, ensuring all information necessary for such meeting(s) are available for all participants.

Receives citations from deputies ensuring they are properly processed and maintained.

Records and disseminates local, county, and district court warrants to all authorized agencies according to proper procedure.

Records and processes all civil papers.

Obtains, reviews, and forwards to payroll timesheets for all agency personnel ensuring all timesheets are received by date(s) required and processed appropiately.

Processes all invoices for payment, obtaining appropriate approval as specified by procurement regulations, and forwarding all appropriate invoices to the county auditor for review by the Commissioner's Court in a timely manner.

Initiates all required paperwork for employment or termination of agency personnel, schedules required psychological testing and exit exam as required, maintains and keeps secure personnel files for all agency staff.

Collects all funds due the agency, maintains accurate accounting record for all receipts, forwards appropriate documentation to treasurer and provides report to the auditor monthly for all funds collected.

Receives and appropriately distributes all mail for the office of the sheriff and jail.

Responsible for keeping secure a complete set of keys to the building including all offices within the building and the arsenal.

Responsible for the organization, accuracy of content, and security of all files housed in the Office of the Sheriff.

Initiates all travel arrangements required of agency staff to attend training classes or conferences.  Must be knowledgeable of all county/state travel policy guidelines to ensure compliance to travel policy is followed.

Purchases all supplies needed for the daily operation of the office, employee uniforms, and vehicle gasoline.  Ensuring procurement guidelines are followed and appropriate documentation is maintained and available for audit review when requested.

Maintains current contracts with vendors and maintains required paperwork of bonding companies.

Assists investigators by providing all needed documentation/files are available for Grand Jury review as required.

Prepares and distributes notices for Grand Jury, follows-up by contacting each juror by telephone to ensure they report to the courthouse on the specified date and time.

Distributes the court docket to each agency department.

Accurately maintains all surety and PR bond logs.

Serves as notary for the agency.

Accurately records incident reports and compiles monthly UCR report to Austin based on compilation of incident reports.

Maintains strict confidentiality all information of the agency whether written or verbal sharing information only with individuals duly authorized to have such information.