Executive Support Supervisor - Community Corrections

Olmsted County • Government Center, MN

5d • Onsite

About The Position

Under general supervision, provides general administrative assistance to the Director and Associate Director of Dodge & Olmsted Community Corrections, carries out special projects, assists in handling internal communications and serves as a liaison to other departments. Creates and makes changes to department plans, policies and strategies as part of the management team; assists in the development of internal procedures and systems to increase the overall efficiency of the administration of service delivery. Supervises administrative support staff and coordinates supportive services across the two County jurisdiction. Oversees administrative programs, policies and procedures.

Requirements

• Bachelor's degree from an accredited college or university in Business Administration or related field and one (1) year of experience in a similar position as listed in the work functions OR Associates degree from and accredited college in business, administrative assistant or related field and three (3) years of experience in a similar position as listed in the work functions. OR Combination of education and experience equivalent to five (5) years of experience in a similar position as listed in the work functions.
• Regular and reliable attendance is a necessary component of job/position.
• Individuals required to use County vehicles and equipment must have a valid driver's license and be free of any major traffic violations for the last three (3) years.
• Thorough knowledge of department programs, policies, procedures and nature of business
• Thorough knowledge of office practices, procedures and equipment
• Skill in collaboration and establishing strong collegial relationships and managing conflict effectively
• Skill in the use of basic business math
• Skill in the preparation of correspondence and reports
• Skill in the use of computers and technology
• Skill in verbal and written communication
• Knowledge of criminal justice system and related best practices
• Ability to understand and follow complex oral and written instructions
• Ability to perform moderately complex administrative tasks and to plan and organize work efficiently
• Ability to effectively relate to and communicate with a wide range of individuals
• Ability to effectively gather, analyze and explain information clearly, correctly and accurately
• Ability to make decisions in accordance with precedents and regulations and to apply these to work situations
• Ability to maintain complex records and to prepare detailed reports
• Ability to research and assess technological advances in office systems and record keeping
• Ability to maintain confidentiality
• Ability to manage a budget
• Ability to work on multiple projects concurrently
• Ability to supervise staff and conduct performance evaluations
• Ability to adapt to changing circumstances, think independently and communicate effectively
• Applicants for this position must be currently authorized to work in the United States.

Responsibilities

• Leads individuals and teams, builds and maintains engagement, and nurtures a culture of growth to promote a work environment where every employee can reach their full potential.
• Recommends hiring, promotions, and assignments for team members, and provides regular and timely feedback.
• Manages employee performance, documentation, and disciplinary actions.
• Researches, analyzes data and provides relevant information and materials required to facilitate administrative management decisions and may make recommendations.
• Acts as liaison and department representative for other agencies and County departments in two County office locations.
• Schedules, coordinates and facilitates meetings, conferences, and events.
• Creates and coordinates agendas and materials for the Director and/or Associate Director.
• Attends meetings with the Director and/or Associate Director and keeps detailed records of meetings including minutes.
• Maintains calendars for senior management and makes travel arrangements as necessary.
• Develops, recommends changes and implements efficiencies to internal policies and procedures to facilitate the functions of the department.
• Develops and maintains records, files, polices and manuals for the department.
• Applies records retention and destruction procedures.
• Creates correspondence, presentations, compiles reports and other communications on behalf of the Director, Associate Director, and/or department.
• Creates and makes changes to department plans, policies and strategies.
• Serves as the initial point of contact for non-routine inquiries from agencies, other departments, and members of the public requiring information or assistance from the department.
• Coordinates the purchasing of supplies and equipment.
• Evaluates invoices, approves payments and monitors budget expenditures.
• Coordinates fees collection and monitors adherence to related policies.
• Manages department-specific data systems and programs and oversees staff compliance around data access rules and facilitates necessary audits.
• Oversees the delivery of administrative services that support our probation work including supervising staff who provide those direct client services.
• Collaborates with Courts, County Attorney, Law Enforcement, Social Services to streamline functions between departments especially as it relates to our technologies, our administrative processes and the probation support programs.
• Plans and coordinates the flow of work through Corrections Support Services.
• Provides basic computer and office equipment technical support to department users.
• Serves on various committees and represents the department as assigned.

Benefits

• Our benefits package ensures your wellbeing, while career advancement opportunities and professional development empower you to reach your full potential.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager