Administrative Specialist - Sheriff's Office

COUNTY OF TODD•Long Prairie, MN

4d•$24 - $32•Onsite

About The Position

The purpose of this position is to assist the Sheriff in preparing and maintaining the confidentiality of various reports, accounting functions for the departmental budget and other matters, and to assist the Sheriff with other tasks as assigned. This role requires regular and timely attendance and performing other duties as assigned or apparent. The position involves maintaining and updating employee payroll information, keeping sensitive departmental reports confidential, and managing data flow for efficiency. It also includes accounting for Sheriff's fees, managing accounts receivable for civil process, receiving and disbursing funds, making receipts, and depositing departmental funds. The role assists the public with civil process procedures and advises on fee requirements. Additionally, it involves maintaining accounts payable, assisting with departmental budget preparation, monitoring office supplies, and assisting with the budgeting and record-keeping of Water Patrol and Snowmobile Patrol Grants.

Requirements

Associates/Technical degree with coursework in administrative support, business or related field and three years of office support experience, or equivalent combination of education and experience.
Must possess and maintain a valid driver’s license or access to transportation.
Must pass a criminal background check.
Must possess knowledge and skills in the areas of accounting and record keeping.
Must possess the ability to maintain confidentiality of information that is maintained by the sheriff’s department.
Excellent written and oral communication skills, pleasant phone manner, numerical aptitude, and secretarial skills.
Must be knowledgeable and extremely proficient at operating personal computers and other related equipment, hardware and software.
Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose.
Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.
Requires the ability to persuade, convince, influence, train and monitor, in favor of a desired outcome.
Requires the ability to act as a lead person.
Requires the ability to utilize a variety of reference, descriptive and/or advisory data and information such as invoices, photographs, reports, forms, files, records, statistical analyses, rosters, manuals, catalogs, procedures, guidelines and non-routine correspondence.
Ability to communicate orally and in writing with visitors, Department personnel, law enforcement personnel, inmates, Auditor’s staff, and other Sheriff Department personnel.
Requires the ability to perform addition, subtraction, multiplication, division, calculate percentages, fractions, volumes, ratios and decimals.
Ability to interpret basic descriptive statistical reports.
Requires the ability to functional reasoning and apply rational judgment in performing diversified work activities.
Requires the ability exercise judgment, decisiveness, and creativity required in situations involving a variety of pre-defined duties subject to frequent change.

Nice To Haves

Experience working in an administrative office for a city or county.

Responsibilities

Maintain and update employee payroll information, vacation time, sick leave, compensatory time and overtime.
Keep sensitive departmental reports in a confidential manner.
Maintain data flow for maximum efficiency.
Account for all Sheriff’s fees, maintain accounts receivable for civil process and other fees, receive and disburse funds as required in civil process accounts, make proper receipts and deposit departmental funds in an appropriate and timely manner.
Assist the public in the proper procedure in presenting civil process for service and advise law firms and citizens of advance fee requirements.
Maintain accounts payable and be responsible for the prompt payment of department obligations.
Assist the Sheriff, Chief Deputy and other supervisors by providing timely information to prepare the departmental budget.
Monitor the availability and quantity of office supplies and departmental forms and reorder as necessary.
Assist the Sheriff with the budgeting and record keeping of the Water Patrol and Snowmobile Patrol Grants.
Perform other duties as assigned by the Sheriff or Chief Deputy.
This position requires regular and timely attendance in accordance with the departmental schedule.
Any other duties as assigned or apparent.