Administrative Specialist, Sheriff’s Office

Stearns County MN•St. Cloud, MN

11d•Onsite

About The Position

Stearns County is seeking an Administrative Specialist for the Sheriff's Office. This position provides administrative support, customer service, data processing, accounting, and records management to fulfill the office mission and deliver services. Responsibilities are determined by the area of assignment and may include customer service, maintenance and processing of court orders, maintaining records, processing data, preparation of legal papers, support of accounting functions, and interpreting statutes and rules. The primary responsibilities for this position will be performed approximately 100% of the time indoors, both within the Law Enforcement Center and Jail. May require minimal attendance at evening meetings. Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort. Work is performed under the general supervision of the Lieutenant or Office Services Supervisor. Normal work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday; may include hours outside of normal work hours on occasion.

Requirements

High School graduate or equivalent
One year of post-secondary education in relevant field and two years of progressively related experience OR four years of administrative or legal support experience
Experience using Microsoft Office Suite

Nice To Haves

Knowledge of standard office practices, procedures and technology.
Knowledge of state and federal rules for access for government data.
Knowledge of legal terminology, English grammar, punctuation, and vocabulary.
Ability to maintain confidentiality and data privacy.
Ability to respond to inquiries in a professional, courteous, and helpful manner.
Ability to organize and prioritize work in a timely manner.
Ability to understand and follow oral and written instructions.
Ability to effectively communicate verbally and in writing.
Ability to transcribe and tolerate extremely graphic information, including abuse victims and suspects.
Ability to analyze and interpret technical regulations governing access to data.
Ability to seek out resources and information.
Ability to perform mathematical calculations.
Ability to understand and apply legal procedures related to confidentiality.
Ability to make decisions in accordance with established procedure.

Responsibilities

Provides customer service in person, by phone, or email regarding procedures and rules to provide responsive information and referrals.
Reviews, verifies and processes warrants to ensure timely and accurate data entry. Communicates and coordinates with other internal and external agencies to facilitate warrant processing, document preparation and appropriate arrests.
Prepares, reviews and distributes reports including proofreading and necessary redaction of information.
Receives and processes legal papers for service and enforcement.
Establishes and maintains records on incarcerated individuals. Processes internal paperwork, both electronic and hardcopy.
Enters data from citations and submits electronically to initiate movement through the court system.
Processes and fulfills requests for squad and body‑worn camera video recordings.
Processes background checks.
Obtains, verifies and processes information to submit copy requests from prosecuting attorneys.
Provides assistance to investigators by coordinating, monitoring, proofreading and assisting with case files.
Locates and creates digital files of 911/dispatch phone calls to respond to data requests.
Maintains website information.
Establishes and maintains records for gun permit applicants.
Receives and processes requests for data in accordance with state statutes and county policies and procedures.
Performs transcription and inputs data into various software systems.
Organizes and maintains digital narratives, statements and photos to provide accessible data.
Prepares, reviews, and distributes reports including proofreading and any necessary redaction of information.
Process incoming and outgoing mail.
Completes BCA validations and participates in BCA and FBI audits.
Researches, verifies and prepares legal documents.
Supports sheriff’s sale of property activities, applies judgment payments and disburses seized funds.
Supports division accounting functions including accounts receivable and payable, annual audit, and maintaining financial records.
Assists with jail visitation.
Creates and maintains division electronic and paper records and files to ensure accuracy and accessibility.
Maintains and coordinates civil process calendar to schedule evictions and lien sales.
Attends training and meetings to maintain knowledge of policy, software and process changes.
Attends work regularly and in a timely manner.
Performs other duties as assigned or apparent.