Program Service Assistant, Sr - Sheriff's Office

Dakota County • Hastings, MN

10d • Onsite

About The Position

Senior Program Service Assistants work in the Sheriff’s Office supporting Detention Services or Operations, with the potential to be located in Apple Valley. Staff in this classification perform complex level word processing duties and the ability to access/navigate various computer databases and record management systems. Staff work with Sheriff's Office personnel, other law enforcement agencies, the public, family members of inmates, and have the potential of having occasional inmate contact. Dakota County is currently seeking applicants to fill a Senior Program Service Assistant position. The successful applicant will have a positive attitude, be reliable, organized, have excellent client-facing communication skills, and experience working in a fast-paced office. Program Services Assistants must be able to operate effectively with little or no supervision and manage multiple tasks at one time. If you have these skills and experience, we'd be excited to talk with you!

Requirements

• High School Diploma or equivalent (G.E.D.) AND Three years of progressively responsible office support experience.
• Associates degree and one year of progressively responsible office support experience.
• An equivalent combination of education and progressively responsible office support experience to equal or exceed three years.
• Ability to become certified to handle records by the BCA and maintain that certification.
• Ability to learn and utilize varied software programs including but not limited to: Word, Excel, Access, Outlook, and PowerPoint, Investigative software.
• Proficiency in Math Skills
• Proficiency in Research Skills and Ability to compile statistical data and produce charts, graphs and projections.
• Proficiency in Filing and Record Keeping.

Nice To Haves

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

Responsibilities

• Handle phone calls and face to face contacts. Respond promptly to general questions/problems within area of responsibility from the public or office staff in a helpful, timely, and professional manner.
• Demonstrate comprehensive understanding as to matters that should be handled at their level and matters that need to be elevated to supervisory staff or other divisions.
• Maintain in-depth knowledge of all support functions within unit or physical location and be prepared to share information with other staff and management when necessary.
• Act as first point of contact for program customers or clients. Ability to make appropriate referral and communicate time sensitive information accurately and promptly to appropriate staff.
• Use advanced processing functions within a variety of computer applications to design and produce documents that are highly visible and appropriate to distribute to the general public and customers.
• Ask specific questions when given a document preparation request to ensure correct format, scope, and quality so that finished product fully meets customer expectations.
• Assist in the implementation or testing of tracking system/databases as needed or requested.
• Consistently utilize appropriate security measures when handling confidential or sensitive materials.
• File hard copy and electronic documents in correct file according to appropriate departmental filing system and follow-up on missing or incomplete files to resolve issue utilizing multiple search techniques.
• Answer questions for staff regarding case file preparation, records & department filing procedures in an appropriate and professional manner.
• Maintain security and confidentiality of all records and follows data privacy and HIPAA regulations.
• Receive, prepare, proofread to ensure accuracy and routing of documents in accordance to department guidelines and regulations.
• Charge fees and verify commissions and invoices in accordance with established fee schedules and/or contracts.

Benefits

• Comprehensive and affordable medical, dental, vision, and other benefits
• Flexible spending accounts
• Excellent work-life balance
• Generous paid time off (accrual rate starts at four weeks per year)
• Carry over unused flex year to year
• Eleven paid holidays each year and one floating holiday
• Pension with a generous employer contribution-PERA Pension
• Telework may occasionally be available
• Three weeks paid parental leave
• Facial hair and tattoos allowed, per policy
• Flexible scheduling
• Comprehensive wellness program – peer support team, on-site fitness center, annual wellness check-in, and employee assistance program

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED