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Office Manager (Administrative Coordinator)

Meeker County
Job Description

Meeker County Law Enforcement Center
Sheriff's Department
Full Time - 8:00 - 4:30
M, T, W, Th, F

Job Description

Provide confidential and general administrative support for the Sheriff and administrative staff.  The position is responsible for a variety of office support functions including the supervision of secretarial/records staff.

 

Job Responsibilities

  1. Provides confidential and administrative support to the Sheriff and administrative staff including transcription of inter-agency investigations, employee disciplinary reports and high profile criminal cases.
  2. Develops and maintains all files for the Sheriff in reference to personnel, medical records, payroll, budget, expenditure records, equipment, supplies and training.
  3. Maintains Sheriff’s calendar to include coordinating of and arrangements of various meetings and schedules.
  4. Provides direct, ongoing supervision and assigns work in an equitable manner to secretarial/records staff.
  5. Assures coordination and effective operation of reception, waiting areas and telephone response process.
  6. Plans, implements and evaluates current processes and procedures relating to secretarial/records staff.
  7. Coordinates and assists with researching, implementing and evaluating projects.
  8. Provides regular and ongoing consultation of staff; provides guidance on difficult and complex situations.
  9. Assist with management of the computer networks for Law Enforcement Center and is responsible for setting up new users on password controlled websites and/or software.
  10. Provides security training per BCA/FBI standards.
  11. Oversee Sheriff’s civil process, incoming and outgoing civil, criminal papers, correspondence and court orders.
  12. Prepares and maintains files on writs of execution and assists in the preparation of all Sheriff’s sales.Also schedules and maintains records on all mortgage foreclosures held by the Sheriff; collects and disburses monies involved in this procedure.
  13. Oversees payroll and is responsible for scheduling and time off requests of office staff.
  14. Maintains records of all invoices received and prepares request for payment.
  15. Maintains and prepares billing as needed.
  16. Maintains all financial records spreadsheets relating to accounts payable and receivables and prepares end of month reports for Sheriff.
  17. Assist Sheriff with preparation of annual budget.
  18. Prepares end of year reports for state regarding forfeitures.
  19. Prepares and assists with state and federal grants applications and reporting, to include boat and water, ATV, etc.
  20. Prepares audio recordings of telephone and radio communications within the Law Enforcement Center.
  21. Coordinates requisitions and purchasing of supplies, equipment and uniforms.
  22. Maintains various inventories of equipment and uniforms for the office.
  23. Oversee the documentation of schools and training records, submits report for reimbursement of costs from POST.
  24. Oversee and is responsible for dissemination of information pertaining to Data Practice Laws in accordance with policy and law.
  25. Perform Notary duties as needed for documents and civil process.
  26. Perform other related work as assigned or as it becomes apparent in carrying out duties and responsibilities.
  27. Assist all Sheriff’s Office staff as needed.
  28. Other duties as assigned by Sheriff.

Education and/or Experience

  1. Must have a high school diploma.
  2. Must have completed at least one year of secretarial or accounting training.
  3. Minimum 5 years experience in an administrative setting or accounting position, or equivalent training and/or experience.
  4. Supervisory experience preferred.
  5. Experience in law enforcement or related office work preferred.
  6. MN Criminal History Record Maintenance System (CHRMS) certification and experience preferred. (If not certified, must pass certification within 6 months of hire date)
  7. Law Enforcement records management software experience preferred.
  8. MN Data Practice training and/or experience preferred.
  9. MN Civil Process training and/or experience preferred.

Knowledge, Skills and Abilities

Communication Skills -
  1. Ability to communicate effectively with the public.
  2. Ability to understand written/oral directions and instructions.
  3. Ability to report facts clearly, logically, accurately and objectively
  4. Exceptional knowledge of correct grammar, punctuation and spelling with exceptional editing capabilities.
Mathematical Skills -

Must have experience and be proficient with bookkeeping and accounting best practices.  Knowledge of established law and MN State Auditor rules preferred.

Qualifications -

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Ability to manage multiple tasks efficiently while working in a fast-paced, team-oriented work environment.
  2. Ability to prioritize work and meet deadlines of multiple projects simultaneously.
  3. Ability to work independently but in close proximity of others as part of a team.
  4. Ability to make decisions in accordance with established procedures and direction of Sheriff.
  5. Ability to exercise rational judgement.
  6. Must have excellent customer service skills.
  7. Must have experience and be proficient with MS Office programs.
  8. Must have experience in developing good filing skills by hardcopy and computerized filing systems.
  9. Ability to type 50+ wpm accurately and be proficient in ten-key data entry.
  10. Ability to perform duties as a completely confidential employee.
  11. Ability organize daily work schedule, but be flexible if unplanned work projects occur.
  12. Ability to analyze and interpret technical regulations governing access to data.
  13. Ability to understand and apply legal procedures related to confidentiality.
Supervisory Skills -

Directly supervises, assigns, and trains secretarial personnel.

Responsible for scheduling, approving vacation/sick/comp leave requests.

May authorize placement of letters of commendation in employees’ files.

May recommend oral or written reprimands and suspension of employees for policy violations

Physical Requirements

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. This position demands the use of a computer, which entails repetitive motion of keyboarding, and extended periods looking at computer monitor, which requires good vision.
  2. Keyboarding, writing, use of telephone and other devices are used on a continuing basis and require full use of arms, hands, and fingers.
  3. Must be able to sit at a desk in front of a computer for extended periods of time.
  4. Work is performed mainly in a temperature controlled office environment.
  5. Must maintain mental and emotional fitness

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed mainly in a temperature controlled office environment.

Much of the work is performed while sitting at a desk in front of a computer.

Additional Information

Must pass a full background check.

Must pass a psychological examination.

PROPOSED HOURLY RATE:

B31: $22.31

Contact Information
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