Administrative Specialist - Sheriff's Office

Job Summary

Performs responsible and varied technical, clerical, and staff/program support work requiring the exercise of independent judgment. Provides general or routine information to staff, customers, clients, leadership officials, general public, and local, state, and federal agencies.

Job Description

ESSENTIAL DUTIES

• Answers incoming calls, answering general and routine questions, routes calls to proper party or takes messages; maintains knowledge of department and unit functioning in order to receive and direct callers. 

• Uses computer including MS Office software, as well as unit specific software, for a variety of tasks where accuracy is required; provides technical assistance to other staff. 

• Records and maintains a variety of numerical, statistical, and resource records. 

• Performs duties of receptionist by assisting visitors with location of personnel and offices, providing routine information, assisting with the completion of forms, and providing general information and referral. 

• Opens, sorts, and distributes incoming mail; sorts and bundles outgoing mail. 

• Researches and compiles information relevant to program tracking and keeps records in a variety of databases and formats. 

• Assists with special projects such as development and revision of brochures and manuals, office newsletter, file and office organization, forms creation and supply maintenance, ongoing program reporting, etc. 

• Maintains appropriate storage and destruction of records.

• Troubleshoots office equipment issues and problems and serves as liaison between other departments, vendors, or suppliers. 

• Provides office support services such as filing, copying, coordinating mailings, maintaining office supplies, etc. 

• Processes pertinent information of incoming documents, forms, and other materials.

• Maintain a basic knowledge of the Data Practices Act ensuring that any reports requested will meet all data privacy restrictions. 

• Provides back-up coverage to other county departments, work units, or front desks. 

• Sets up and maintains confidential files in both paper and electronic formats. 

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

• Performs other related duties as required or assigned.

POSITION SPECIFIC DUTIES

Incumbents assigned to Transcription may be responsible for:

• Transcribes a variety of documentation from dictation or rough draft copies that requires the ability to use 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.

• Provides 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 creating copies of all audio and videos requested by the County Attorney’s Office. 

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

• Receives, coordinates, and works with Recreation and Safety Deputy to issue marine event and water structure permits for Scott County.

• Incumbents assigned to Gun Permits may be responsible for:

• Has a knowledge and understanding of Minnesota Gun Permit Statutes. Is aware of disqualifying factors.

• Processes gun permit applications within timeframes mandated by state statute. Tracks denied, voided, and suspended permits. 

• Sorts permit notifications and sends pertinent notifications to the approver of gun permits.

• Prepares quarterly stats showcasing applications received for carry and purchase permits. Shows trends between quarters and years marking increases/decreases. Prepares quarterly invoice for payment.

• Maintains annual reviews of gun permits daily to ensure permit holders are still legally able to hold their permits by checking for recent arrests or convictions.

• Keeps adequate supplies on hand for gun permits. 

• Tracks all incoming ATF forms.

• Requests and conducts record checks on gun permit applicants.

• Incumbents assigned to Jail Administration may be responsible for:

• Assists the Accounting and Contract Management Coordinator with revenue recapture and other tasks as assigned.

• Handles vendor background checks for vendors needing jail access.

•  Assists with second checks on warrants and warrant entry.

• Maintains records and bills for out of county pay for stay and DOC pay for stay.

• Schedules inmate haircut appointments and bills to inmate accounts.

• Assists inmate visitors with navigating visitation, paying bail, understanding what comes next, etc. 

• Incumbents assigned to the Drug Task Force may be responsible for:

• Attends Governing Board meetings, takes and distributes notes.

• Maintains and uses state and county software systems.

• Works with the Commander on projects as needed.

• Compiles required documentation for case files and provides regular status updates to the Task Force Commander.

• Designs and creates quarterly Task Force newsletter.  

• Tracks and manages Task Force forfeitures with county court personnel and issues disbursement letters as needed. 

• Assists in state audits and evidence audits.

MINIMUM QUALIFICATIONS

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

SUPERVISORY CONTROLS
The employee is under general supervision from the Administrative Services Supervisor and receives work assignments and direction in the form of verbal or written instructions. Work is typically performed according to established procedures. Employee uses judgment in setting priorities, work sequences, and choice of procedures to follow. Work is reviewed by another step in the clerical process or by an immediate supervisor.

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 organization.

Knowledge of proper English spelling, punctuation, and grammar.

Knowledge of software programs to include, but not limited to, MS Word, MS Excel, MS Power Point, MS Publisher, MS SharePoint, and MS Outlook.                                                                                                                                                          

Abilities – Ability to apply basic research and personal computer skills in the preparation of reports; and the ability to review and correct written and numerical reports, accounts, forms, and other documents.

Ability to work independently and make routine decisions.

Ability to effectively use statistical software packages in the performance of duties.

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 use MS Office software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

Ability to operate office equipment related to the job.

Ability to make decisions concerning choice of procedures to follow.

Ability to maintain moderately complex clerical records and prepare reports from such records.

Ability to maintain working relationships with employees and the public.

Ability to make moderately complex mathematical computations rapidly and accurately.

Ability to understand and follow moderately complex oral and written instructions; ability to work without close supervision.

Ability to work as a team member with all Administration staff and County Commissioners.

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, sitting, 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.