Administrative Coordinator

Crow Wing, County of•Brainerd, MN

11d

About The Position

The Administrative Coordinator serves as an administrative resource for the Sheriff’s Administrative team and others within the office, and is expected to work flexibly across office functions. The position organizes and supports personnel onboarding and offboarding, software and program administration, and special projects. It requires a highly organized, resourceful administrative professional with strong communication, critical-thinking, learning, and problem-solving skills. Because assignments may involve sensitive personnel, labor-relations, and operational information, the role requires discretion and judgment to protect confidentiality and limit disclosures to authorized individuals. The employee may participate in meetings with the Sheriff’s Administration, Human Resources, the LADID task force, or other groups. Law-enforcement specialization is not required, but an overall understanding of departmental and divisional needs is important for supporting and troubleshooting the systems in use. The position provides high-level administrative support; coordinates personnel onboarding, transfers, and offboarding; administers and supports internal and county-wide recordkeeping systems; maintains personnel, training, and other databases; and serves as a point of contact for system questions and technical support. Additional duties include coordinating meetings and preparing agendas and minutes, auditing timecards, preparing County Board agenda materials, tracking contracts, maintaining websites and electronic forms, coordinating special programs, developing and delivering staff training, evaluating software enhancements and processes, and maintaining office supplies. The employee maintains confidentiality in accordance with Minnesota Data Practices and Sheriff’s Office policies, follows applicable policies and procedures, and performs other related duties as assigned, including responding to emergency events.

Requirements

High school diploma or equivalent.
At least two years of formal preparation or equivalent knowledge gained through related experience and/or education.
Five or more years of work experience of a similar nature and scope of responsibility.
Advanced proficiency in computer software programs and database management.
Proficiency in website management and various forms of social media.
Satisfactory completion of the Department of Public Safety background examination.
Must be able to be certified as a Notary Public for the State of Minnesota.
Strong organizational skills.
Excellent verbal and written communication skills, including the ability to work with distinct personalities toward a cooperative result.
Ability to make independent decisions based on broad general guidance and specific guidance from administration or current policies and procedures.
Extensive office-support skills, including typing, transcribing, mathematical computation, presentation preparation, filing, business correspondence, and organizing and managing software.
Ability to prioritize assigned work for efficiency and take assignments and direction from multiple individuals.
Willingness to accept responsibility, take initiative, and work independently to accomplish assigned goals.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Ability to maintain an overall understanding of departmental and divisional needs to support and troubleshoot systems.
Ability to perform the duties and responsibilities of support staff positions within the Sheriff’s Office.

Nice To Haves

Highly proficient in Microsoft Office Suite.
Proficient in SharePoint.
Understanding of general database-management principles and ability to apply logical reasoning to classify and enter data and establish and maintain data-integrity controls.
Experience with agenda management.
Understanding of state and federal requirements for Criminal Justice Reporting.
Experience, knowledge, and ability in performing the duties and responsibilities of all support staff positions within the Sheriff’s Office.

Responsibilities

Provide high-level and confidential administrative support to the Sheriff’s Office Administrative Team.
Coordinate internal logistics for personnel onboarding, transfers, and offboarding, and maintain role-specific checklists for employee setup and deactivation across systems.
Participate in new-hire orientation and lead first-day orientations when the Administrative Manager is absent.
Maintain databases related to personnel and training.
Serve as Agency Administrator and backup System Administrator for internal recordkeeping systems.
Assist with system security setup, including user access rights and code tables, and maintain the Master Name Index in the county-wide recordkeeping system.
Research duplications and errors and provide direction to related agencies, divisions, and staff.
Serve as the first point of contact for questions and comments about the county-wide recordkeeping system and ancillary systems; provide individual and group technical assistance.
Troubleshoot internal recordkeeping software problems with vendors, track and document reported problems, and communicate proposed and final resolutions to users.
Schedule meetings, arrange accommodations and materials, notify attendees, and coordinate participant involvement.
Attend meetings and prepare, verify, and distribute agendas and minutes while preserving the confidentiality of discussions.
Review timecards for multiple divisions every two weeks, audit them for accuracy and consistent application of contractual wage and special-pay agreements, and work with supervisors and staff to correct deficiencies.
Organize County Board agenda materials and supporting documents, complete revisions, prepare final documents, and enter materials into board management software accurately and on time.
Manage the system for tracking contracts.
Manage the design and updates of internal and external Sheriff’s Office websites and set employee access permissions.
Serve as an agency liaison and coordinator for special programs and initiatives; organize and attend meetings, communicate progress, participate in problem-solving, and advance organizational priorities.
Develop and deliver staff training on procedures, reporting tools, results interpretation, program best practices, and other topics as needed.
Participate in evaluating software enhancements and communicating them to staff.
Evaluate processes and assist in developing policies and procedures for using the internal recordkeeping system.
Maintain effective rapport with the public and staff and communicate contradictory or negative information tactfully.
Maintain existing electronic office forms and design and draft new forms as needed.
Order office supplies and manage their storage while maintaining appropriate supply levels.
Maintain knowledge of support staff responsibilities and assist as requested or assigned.
Protect confidential information in accordance with Minnesota Data Practices and Sheriff’s Office policies and procedures; adhere to office policies and procedures.
Perform other related assigned or apparent functions, including responding to emergency events.