Program Service Assistant, Senior - Sheriff's Office

Dakota County•Hastings, MN

1d•Hybrid

About The Position

Dakota County is hiring a Senior Program Service Assistant for the Operations Office of the Sheriff's Office in Hastings. The role performs complex word-processing and office-support work and uses computer databases and records-management systems. The assistant works with Sheriff's Office personnel, other law-enforcement agencies, the public, and inmates’ family members; occasional inmate contact is possible. The successful candidate is expected to be positive, reliable, organized, communicate well with clients, and work effectively in a fast-paced office with little or no supervision while managing multiple tasks. This is a safety-sensitive position. The role is hybrid, with a mix of telework and in-person work at the Law Enforcement Center in Hastings, Minnesota. Work is scheduled Monday through Friday during regular business hours. The work environment is a County office building and includes sedentary office work, periods of standing, frequent wrist and finger movement from computer and office work, and occasional light lifting. Equipment may include a computer, printer, scanner, telephone, calculator, copier, and fax machine. The position offers a preferred hiring salary range of $52,326–$65,408 annually and a full salary range of $52,326–$81,760 annually. Dakota County describes its culture as collaborative and grounded in growth, diversity, stability, accountability, and respectful service to the community.

Requirements

High school diploma or GED and three years of progressively responsible office-support experience; or an associate degree and one year of progressively responsible office-support experience; or an equivalent combination of education and progressively responsible office-support experience totaling at least three years.
Ability to comply with Dakota County Sheriff's Office Policy 1043.3 regarding visible tattoos; visible tattoos on the ears, head, face, neck, or any portion of the hand area are prohibited, and other visible tattoos require approval.
Ability to meet the requirements of a safety-sensitive position.
Advanced knowledge of federal and state statutes and local ordinances.
Advanced knowledge of interpreting court documents and executing actions within timelines established by laws, rules, and procedures.
Knowledge of legal processes in criminal and civil law.
Advanced knowledge of English grammar and composition.
Knowledge of basic accounting principles and data-privacy laws.
In-depth knowledge of state and federal guidelines for handling records such as criminal histories, civil process records, and prisoner files, including medical records.
Ability to become certified by the BCA to handle records and maintain that certification.
Ability to learn and use varied software, including Word, Excel, Access, Outlook, PowerPoint, and investigative software.
Experience accessing and navigating computer databases and records-management systems such as CAD, MGA, PCI, CJN, DVS, Portals, ProPhoenix, Lexipol, TEAM, OneSolution, OnBase, SharePoint, Adobe, Internet Explorer, and MN Revenue Recapture.
Ability to communicate orally and in writing with a wide range of socioeconomic and professional groups.
Proficiency in mathematics, research, filing, and record keeping.
Ability to compile statistical data and produce charts, graphs, and projections.

Nice To Haves

Completed degree in the Office Administration field.
Progressively responsible programmatic or administrative experience in government, law enforcement, a law office, or the courts.
Experience working with diverse populations or customers with limited English proficiency.
Bilingual skills.

Responsibilities

Handle phone calls and in-person contacts, responding promptly and professionally to general questions and problems within the role's area of responsibility.
Determine which matters can be handled at the position level and which should be elevated to supervisors or other divisions.
Maintain in-depth knowledge of support functions within the unit or location and share information with staff and management when needed.
Serve as a first point of contact for program customers or clients, make appropriate referrals, and promptly communicate time-sensitive information to staff.
Use advanced functions in computer applications to design and produce documents suitable for distribution to the public and customers.
Clarify document-preparation requests to ensure the finished product meets expectations for format, scope, and quality.
Assist with implementation or testing of tracking systems and databases as needed.
Use appropriate security measures when handling confidential or sensitive materials.
File electronic and hard-copy documents according to departmental systems and follow up to resolve missing or incomplete files using multiple search techniques.
Answer staff questions about case-file preparation, records, and departmental filing procedures.
Maintain record security and confidentiality and follow data-privacy and HIPAA regulations.
Receive, prepare, proofread, and route documents accurately in accordance with departmental guidelines and regulations.
Charge fees and verify commissions and invoices according to established fee schedules or contracts.
Perform core duties assigned to all Senior Program Service Assistant staff; unit-specific duties may be assigned in areas such as Jail Financial, Quality Control, Warrants, Jail Court Dispositions, and Civil.
Maintain regular attendance according to the management-approved work schedule.