Senior Administrative Specialist - Sheriff's Office

Job Summary

Performs responsible and varied administrative, customer service, accounting, technical, and support work requiring the exercise of independent judgment. Utilizes computers to obtain data and information and produce reports. Incumbents may train, provide work direction, and mentor new and temporary employees. Work is performed in an office setting.

Job Description

ESSENTIAL DUTIES

• Answers incoming calls, answering general and specific questions particular to Sheriff's Office services, routes calls to proper party if necessary, or takes messages; maintains knowledge of department and specialized services in order to receive and direct callers.

• Utilizes computer including MS Office software as well as unit specific software for a variety of tasks where accuracy is required.  Provides technical knowledge and information related to a variety of systems used in the Sheriff's Office at both the state and county level; assists and trains others in program use and in obtaining information needed.

• Provides assistance in a variety of administrative functions; provides administrative, technical, and general information to department heads, administrative staff, elected officials, general public, and local, state, and federal agencies.

• Accesses confidential information from county and state databases; determines and maintains proper usage of the data.

• Organizes and manages special projects at the discretion of the supervisor; may attend meetings on behalf of the supervisor and may record minutes and prepare agendas.

• Assists in development, preparation, and implementation of new programs, forms, record keeping techniques, and systems, modifying existing methods and procedures, and automation of work forms and processes as needed.

• Recommends project and procedures to improve services and meet the needs of the customer.

• Analyzes workflow and operations for efficiency and effectiveness and offer suggestions, based on identified needs.

• Collects money and issues receipt for services. Processes and maintains data on receivables; generates invoices; tracks and follows-up to ensure receipt of payment.

• Performs a variety of program data entry activity: Updates information as required; prepares reports and detailed records of services; audits and submits statistics and reports to state and federal systems.

• Maintains client data in databases as well as file form (electronic and hard copy files). Maintains accuracy of documented records, with the ability to retrieve any requests made by an Auditor. Processes requests for retrieval or storage for off-site storage and follow record retention schedules. 

• Orders office supplies as needed.

• Provides assistance to administrative staff and department employees in preparation and implementation of departmental policy and procedures.

• May assist with planning and preparation of Division events and trainings.

• Participates in meetings, committees, teams, etc.

• Provides backup to other county departments, work units, or receptionist windows.

• Works the hours and/or shifts assigned and begins and ends work on time.

• Performs other related duties as required or assigned.

Incumbents assigned to Transcription may be responsible for:  

• Transcribes a variety of documentation, including from dictation or rough draft copies that require the ability to utilize data processing software efficiently and effectively; works closely with authors of the documentation to proofread, correct grammar and spelling errors, and point out discrepancies in documentation to the author. 

• Provide assistance to the County Attorney’s Office and Court Administration in ensuring they receive all required transcribed reports, statements and 911 calls as well as create copies of all audio and videos requested by the County Attorney’s Office.  

• Accurately code NIBRS into cases for proper BCA and FBI tracking. Enter stolen articles into NCIC. Accurately verify validations to ensure accurate records.  eFilesearch warrants and eCharge citations. 

• Creates and maintains forfeiture files, checks forfeiture files for accuracy and any needed corrections. Tracks forfeitures and updates as needed. Ensure all forfeiture papers are served correctly and in a timely manner. Coordinate with attorney’s office forfeiture unit. Report forfeitures to the state.

• Act as administrator for the eCharging/eFiling system as well as the Winscribe system.

• Prepare, compile, format and edit the internal newsletter, The Five Points of the Star.  

• Incumbents assigned to Records Technician may be responsible for:

• Initial contact for all background checks for name changes, volunteers, ride along, liquor licenses, tobacco licenses, charitable gambling, child placement, contract vendors and expungements.  Also provide record checks for employment in other police departments or other agencies.

• Work with the BCA and courts to resolve suspense files in the Criminal History system.

• Process all data requests. Maintain SRS state/FBI filing, monthly validations, weekly crash reports.

• Assist with warrant entry, jail deposit, release reports, pay for stay billing, bail checks.

Incumbents assigned to Civil may be responsible for:

• Ensuring incoming paperwork is complete on services for HRO, OFP, Eviction, Garnishment, etc. and the deputies have the proper information needed to serve them. Also ensure that the correct services fees have been charged and properly applied. 

• Receive, enter and calculate levy amounts to collect, prepare for service, track levies or garnishment payments and request payment disbursements and send reminders to Plaintiffs for Writ and Service renewals.   

• Match billings with Returns of Service and mail or e-file.  

• Bill the state for transports, Human Services for Child Support paper services, track overdue billings.

• Track Foreclosure Sales. Complete an Income Summary and RFP for proper distribution in case of outside bidders.

• Prepare monthly revenue report in SCOOP. Work with Detective with forfeiture deposits. Receipt various payments to the Sheriff's Office for DWI Forfeitures, Tower Rental, donations, Reserve fingerprinting, etc.  

• Act as administrator for the eCharging/eFiling system.

Incumbents assigned to Warrants may be responsible for:

• Enter, quash and track all warrants received from courts ensuring entry is made according to deadlines and that the warrants are complete and accurate when receiving them from Scott County Courts.

• Receive and record out-of-county bail/bond, pull the warrant and forward a copy of the warrant to courts.

• Process monthly validations in a timely fashion checking for accuracy and if it is still active.

• Track all corrections officer’s uniform accounts and pay all uniform invoices. Gather all P-card information monthly and forward to the Accounting and Contracts Management Coordinator.  

• Organizing the ordering of Corrections Officers uniforms. Tracking uniform expenses in spreadsheets to allow for correct spending.

• Track supply order expenses to ensure compliance with budget.

• Be aware of all timelines and deadlines to ensure meeting them.

MINIMUM QUALIFICATIONS
Requires equivalency of high school graduation and three years responsible clerical work experience. The incumbent shall provide a valid driver's license and a reliable means of transportation for the performance of work responsibilities.

PREFERRED QUALIFICATION(S)

Strong preference given for experience working in a law enforcement office, working with LETG (Public Safety Information System), and intermediate technical skill using MS Office software. Knowledge of legal terminology is highly desirable. Excellent business writing, strong verbal communication skills, and the ability to troubleshoot computer hardware and software issues are also highly desirable.

SUPERVISORY CONTROLS

The employee is under the general supervision of the Administrative Services Supervisor. With considerable latitude for independent judgment, work is performed according to established procedures and verbal/written instructions from the supervisor. Work is occasionally reviewed for accuracy and adherence to established procedures, but frequently no check is made of routine work.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge - Knowledge of policies, practices, and services of the division and the county.

Knowledge of business English, spelling, punctuation, and grammar.

Knowledge of Microsoft operating systems and related applications.

Knowledge of PC hardware and troubleshooting techniques.

Knowledge of safety and loss control programs and the ability to apply that knowledge to ensure a safe and healthy working environment that will minimize hazards or risks that could result in personal injury or illness and/or property damage.

Abilities - Ability to type accurately from clear copy, rough draft or voice recordings; ability to compose correspondence; ability to understand and follow complex oral and written instructions.

Ability to apply research and personal computer skills in the preparation of reports using microcomputers and major software packages; and the ability to review and correct written and numerical reports, forms, and other documents.

Ability to work independently and make routine decisions.

Ability to deal tactfully, safely, and efficiently with all levels of management, coworkers, and the general public; ability to work with difficult clientele to de-escalate hostile behavior client.

Ability to maintain and file confidential information.

Ability to work in a fast paced, high traffic area; to make independent decisions concerning choice of procedures to follow; to work independently without close supervision; and to decide how best to handle adverse situations and recommend new work processes in the clerical operation, when necessary.

Ability to deal with the telephone, clients coming into the office, and typing simultaneously exercising mental alertness.

Ability to create work plans and meet timelines.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. Attendance at occasional evening meetings is required.

Physical activities include sedentary to light work: Reaching, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.