Supervisor Administrative Services - Sheriff's Office

Job Summary

Maintains a wide variety of responsibilities and accountability for the operational and administrative activities of day-to-day business operations for the Sheriff's Office. Performs a variety of highly responsible office coordination and supervision duties requiring the exercise of independent judgment in directing, organizing, and planning the activities of the administrative and program support staff across all divisions and program areas in the Sheriff's Office. Ensure compliance with NCIC/CJIS regulations.

Job Description

ESSENTIAL DUTIES

• Supervises, provides oversight, coordinates the work, and provides work direction to the administrative and program support staff in all divisions and program areas of Sheriff's Office; balances priorities and workloads between units to ensure efficient and effective support services. Sets work schedules, approves leave requests, conducts employee interviews to recommend future candidates for employment, handles performance evaluations, ensure appropriate training, rewarding and disciplining.
• Oversees work of technical and program support staff to ensure data quality and standards are upheld; monitors and resolves technical and procedural issues in a timely and efficient manner; ensures web site content is useful, current and accurate; organizes, and directs activities surrounding the design and maintenance of data collection and reporting systems.
• Develops methodology for collection, maintenance, standardization, and reporting of information from department reporting systems; coordinates and facilitates technical assistance, training, and leadership to enhance communication and cooperation between programs, departments, and other agencies.
• Provides guidance and assists staff in providing professional services to customers; manages the day-to-day business operations and servicing reception windows.
• Establishes and maintains records management policies and procedures; ensures the record retention schedule, statutes, and guidelines are followed.
• Serves as Terminal Agency Coordinator (TAC), monitoring, overseeing, and ensuring the security/integrity and use of the State of Minnesota Computer System; trains and certifies staff in the use of the system; acts as resource for and liaison between parties. Prepare and assist in BCA and FBI audits.
• Performs the duties of Sheriff's Office Data Privacy Officer, to ensure records retention and dissemination is performed in compliance with legal standards. Understand Minnesota Statute 13.82 with regards to data practices.  
• Develops, revises, and recommends procedures to establish standards of performance. Train support staff on agency standards, including all system use.
• Assists Captain in development and implementation of overall strategic/business plans, including short-term and long-term goals, and needs assessments strategies; ensures plans and goals support continuity of services and the overall mission of the agency and the County.
• Assists the Captain in preparation and management of annual budget, including analysis for budgetary trends/needs projects within the department; researches and provides suggestions for service fees. Process invoices received for pre-employment evaluations, gun permits, CJDN Connection fees, CLEAR fees, etc. 
• Manages and prepares reports and analysis of complex issues related to service planning and providing efficient responses to trends and issues; stays current on best practices in the Law Enforcement Records Management field; works with department management to determine priorities and establish timelines for accomplishing program and project initiatives.
• Manages unit operations: develops service goals and objectives, determines developmental direction, implements and coordinates services within the unit, and determines coordinated approach for service delivery across units, department, and/or division lines.
• Initiates and conducts analysis of departmental business processes (cost benefit, gap analysis). Manages and participates in defining, designing, and implementing business processes and/or technologies to improve organizational performance.
• Coordinates services with Courts, attorneys, work crews, outside vendors, other law enforcement agencies, and other services providers.
• Facilitates communication with Information Technology (IT), Facilities, and state departments.
• Participates in and represents department in meetings, on committees, and on task forces as requested and/or required.
• Serves as project manager for technological and process improvement projects that directly impact or relate to department.
• Understand Minnesota Statutes as they apply to Data Practices and Gun Permits. 
• Maintains an in-depth knowledge on many state and federal software applications.
• Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.
• Performs Administrative Specialist duties as needed to maintain a high level of service for the public.
• Must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with other employees, supervisors, customers, vendors, and any other person or organization with whom interaction is required to accomplish work and employer goals.
• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires the equivalency of an Associate's Degree in a related field and two years increasingly responsible administrative support OR office management experience. The incumbent shall possess a valid Minnesota driver's license and provide a reliable means of transportation for the performance of work responsibilities. Must obtain BCA/FBI CJIS certification within 60 days of hire and maintain it.  Must obtain and keep a Notary Public Commission.

PREFERRED QUALIFICATION(S)

Strong preference given for experience working in a law enforcement office, working with LETG (Public Safety Information System), and advanced technical skill using MS Office software. Knowledge of Data Practices is highly desirable. Excellent business writing and strong verbal communication skills are also highly desirable.
 

SUPERVISORY CONTROLS

The employee is under general guidance and direction from a Sheriff's Captain. Work is performed according to established guidelines and general instructions from the supervisor. The employee has wide latitude for the exercise of independent judgment limited only by periodic review by the supervisor, department procedures, or county policies.

The incumbent directs and oversees the work of others; including, program/service planning and delivery, personnel selection, evaluation of work performance, training, and disciplinary activities.

The incumbent promotes employee professional development and provides coaching and mentoring to others. Performs supervisory duties as defined in MN Statute 179A.03 Subd. 17.

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 Minnesota State statutes, operating rules, and procedures in the judicial system.

Knowledge of the supervisory and leadership qualities and techniques.

Knowledge of principles, techniques and laws related to strategic planning, management analysis, budgeting, information systems and contracting for services.

Knowledge of state, federal, and local laws, rules, and regulations as they apply to a Sheriff's Office.

Knowledge of management and leadership principles and practices.

Knowledge of the programs and functions of the division with recognition of the inter-relatedness of services provided.

Knowledge of management of information systems.

Knowledge of general public accounting practices.

Knowledge of techniques and principles of project management.

Knowledge of public safety and the criminal justice system, and the ability to apply critical and creative thinking to practical application.

Knowledge of legislative process and of how to obtain legislative information.

Knowledge of county policies, procedures, and labor contracts.

Abilities – Ability to work independently.

Ability to analyze project needs and implement departmental changes and/or objectives that are in accordance with the department's long-range and strategic goals.

Ability to communicate effectively in writing, to prepare complex reports and present reports in a public setting.

Ability to establish and maintain effective working relationships with all levels of staff within the Sheriff's Office and county.

Ability to determine priorities and meet deadlines and make independent decisions.

Ability to organize materials, analyze information, make logical decisions and exercise judgment in formulating decisions and recommendations.

Ability to analyze, prepare, and manage a budget that supports the agency's and county's mission and vision.

Ability to read and interpret documents, rules, court orders, legal instructions and policy and procedure manuals.

Ability to understand trends and interpret research that may affect the provision of services.

Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.

Ability to coach, motivate and supervise others.

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 organize and manage time while maintaining a strong attention to detail. 

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 evening/off-site meetings may be required. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services.

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.