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HomeMy WebLinkAboutAdministrative Operations ManagerPosition: Department,., Annual Fours Worked: Exempt Grade: BBP: H I P i FL; ANION: l i l Service: Location: Adopted; Approved by, JEFFERS N COUNTY Jab De erip6o n Administrative Operations Manager Sheriff's ffi 2080 MG 1 o Leve l Exempt -Administrative Exempt Exempt hri fF s office June 05., 2026 Human Reso i r t 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsl*ble to the elected Sheriff for keeping confidential office records and executing administrative policies. Assists the elected F sheriff with daily operating functions of the Office. Is considered the keeper f the Sheriffs ` p � public records. 2.0 SUPERVISION RECEIVED .1 Persons in this position are given s i n i fi ant discretion within the scope of po['icy and regulations, in the routine performance of their duties'supervision an i �d guidance�` received f �-�� rr� the elected sheriff* .0 SUPERVISION EXERCISED .1 Persons in this po i ti on supervise employees arclerk hirepositions, as needed, in the Admini'strative Section of the Office. Carries out u er i responsibilities p in .accordance with the r�gani ati rr policies and applicable lags. Responsibilities include interviewingmaking recommendations on hiring and training employees; g lannin assigning, • planning, g g� n� �l�r��t�ng r�r, scheduling empioyees to ensure officecoverage; raisin appraising performance:rarda ng and discipliningemployees- addressing complaints and resolving problems. . SPECIFIC DUTIES AND RESPONSIBILITIES Essential Duties include the following. reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned, 4.1 Conducts research and analysis t provide background material g and recommendations to the Sheriff regarding policy formations, budgets, grievances. , and other �, g matters of ` irnilar importance and complexity. Prepares office administrative re ort for submission F •� ���n t ��� �f �n�rrY�rn�'� outside agencies, or the public as required or authorized. 4.2 Responsible for timely and effective training of all new administrative employees as well a remedial training. implements new methods to r ve irn orkflu F . p � conductsperiodic performance e v a1 uati n . reCommends or initiates personnel actions such as promotion., interviews p �n, rid er�d��et� � Jefferson County Job D s ri ion: D rift' fee — Administrative Operations Manaa-r Page: 2 of during hiring and firing processes. expedites workflow. Issues written timeliness, proper documentation, procedures. Determines work procedures, prepares work schedulesand and oral instruction. Reviews and ven*fies work. for ae ura completeness., neatness and conformance to policies and 4.3 diets as human resources contact, provides information to swop and civilian employees regarding personnel policy such leave, benefits, timekeeping., and travel, . p g� a�r1. Assists with labor contract negotiations. .4 responsible for the development, analysis, anal i 4 Office budget in onji justification and ad m ini stration of the hen ffs sheriff. unti�n with t��let�� sheriff Compiles detailed fiscal reports for elected 4.5 Applies for grants and manages grant funding. Sources and purchases products/equipment for gTant . Prepares early financial worksheets for all rants. . Purchases items for the Sheriffs Office as needed in accordance with hint and theSheriff's Office and county procedures. Maintains records of all purchase orders. r. u its office, purchases t ensure compliance withsheriff's office procedures. 4.7 Responds to telephone and lobby inquiries and requests from the public, delegating the routine tasks and w endow contact to Support Services. Handles and resolves the m - care cn�plieat(t, en1tiv, or matters of conflict with the public. 4.8 researches, prepares and composes letters, reports, notifications, � � documents, memos and other materials of an important or confidential nature for the elected Sheriff on o T . n tnitlative or from brief instructions or notes. 4.9 Oversees shipping and receiving as wet E a distribution of ra il. II I alrta�ns the contract fir postal leasing. . 10 Acts as a Public Information Officer by statements an preparing d pushing information out on social media or newspaper. . l 1 Maintains the Jefferson County Sheriff's Office pages on the Jefferson Fr sr aunt Wbsite+ 4.12 prepares the agenda and tales meeting minutes for the Citizens Advisory Committee. 4.13 Prepares human resources., payroll. treasurer, and budget form s for the various gun departments. 4+14 Oversees all accounts pa ables and accounts receivables. 4.15 Prepares and proofs pay r11 reports for a rnirristr t-ive and patrol p staff. 4. t6 Maintains personnel records for all Sheriff's Office employees. r s � personnel records. � nos to request to review Jefferson County Job Description: Sheriffs Office — Adrninistrative Operations Manager Page: 3 of 4.17 Oversees all lave enforcement and adrnini trative records. Works with the county public records manager and prosecuting attorney"s office to ensure compliance with all public records laws, 4.18 Ensures the security of criminal Justice information, by becoming a Terminal ACCESS oo rd i nator (IAU) through Washington State Patrol. Ensures complete their yearly training and backgrounds are checked every contact for ACCESS Audits. employees are fingerprinted, years, Acts as main point of 4.19 Operates a vchicle to travel between work locations and to attend meetings, events and conferences. 4.20 Performs other tasks or projects as directed by the sheriff. .000MPETENCY.- To perform the job successfully} are individual should demonstrate competency in the following areas: Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge ledg and skills; Shares expertise with others. Customer Service - Manages difficult or emotional service and assistance; beets commitments. customer situations; Responds to requests for Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication - Writes clearly and informatively-- Edits work for spelling and grammar - Varies meriting style to meet needs; Presents numerical data effe tr olv-, Able to read and interpret wntten information. Delegation - Delegates work assignments; Matches the responsibility to the person; Sets expectations and monitors delegated activities. Managing People - Includes staff in planning, decision -making, facilitating and process improvement, Takes responsibility for subordinates' activities: Makes self available to staff; Develops subordinates' skills and encourages growth: Solicits and applies customer feedback (internal and eteal; Improves processes, products and services, Qualitliana ernent - Demonstrates accuracy and thoroughness. Diver sit - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; promotes a harassment -free environment. Ethic - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically-, Upholds organizational values. Jefferson County Job Description-. Sheriffs Office — Administrative Operations Manager Page: 4 of Qrganizational upport - Follows policies and procedures: Completes administrative tasks correctly and on time; supports organizations' goals and values. Judgment - Exhibits sound and accurate judgment-, u pports and explains reasoning for decisions, - Includes appropriate people in decision -making process; Makes timely decisions. Plannina/0manizin Prioritize and Plans work activities: Uses time efficiently; Plans for additional resources; Sets goals and objectives: Organizes or schedules other people and their tasks; Develops realistic action plans. Professionalism - Approaches others in a tactful manner: Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions} Follows through are commitments, Quality- Demonstrates accuracy and thoroughness: Applies feedback to improve performance; Monitors own work to ensure quality. Quantity - Meets productivity standards; Completes work in timely manner: Works quickly~ Safety and Securit - Observes safety and s c unity procedures: Determines appropriate action beyond guidelines; Rp rt potentially unsafe conditions; Lases equipment and materials properly. daptabilit r - Adapts to charges in the work environment: Manages competing demands; lan es approach or method to best fit the situation: Able to deal with frequent change, delays, or unexpected events.. tt ndance/Purictualit - Is consistently at work and on time: Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. I ependabilit - Fol.lows instructions., responds to management direction; Takes responsibility for own actions: Keeps commitments: Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. Initiative - Volunteers readily; Seeks increased responsibilities; Loops for and takes advantage of opportunities; Asks for and offers help when needed. Innovation - Generates suggestions for impro i h ng work. .0 REQUIRED KNOWLEDGE AND ABILITIES .1 Ability to read, analyze, and interpret general business periodicals, professional Journals'. technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers., ell nts., customers, and the general public. Jefferson County Job Description: Sheriffs Office — Administrative Operations Manager Page: 5 of 6.2 Ab i l i tv to add, subtract, multiply, and divide in all units of measure, using whole numbers, m m o n f raet t ores, and deel' m l s. Ability to compule rate, ratio, and percent and to draw and interpret bar graphs. 63 Ability to define problems., collect data, establish facts, and drag valid conclusions. Ability to deal with problems involving several abstract and concrete variables. 6.4 Comprehensive1 n rl d of the pri n iple , practices, methods, technicalities, systerns, accounting systems., equipment and procedures used to work of a legal nature. -5 Thorough kno wledg e of the ,judicial process and legal ter inol ogy, as applied to administration, recording, and documentation of i t' processes and procedures. 6.6 Knowledge of laws and regulat'lons dealing with Human Resource Management. .7 Ability to plan, organize, delegate and direct the work of clerical positions in the office. hi li t and initiative to develop. implement, improve and install clerical procedures,, systems., etc. 6.8 Ability to develop and maintain harmonious relations within the office, with other County employees, officials and agencies, as well as the general public who are frequently less than cooperative or who are in varying degrees of crisis. 6.9 Ability to use a personal computer and computer terminal, calculator, and other office equipment standard to areas of assignment and to adapt to new and modif d equipment which may be acquired. Knowledge of word processing software, particularly Microsoft Word, as well as spreadsheet and database soft Fare . Ability to adapt to new and modified equipment and software which m a F be acquired. 6.10 Demonstrated supervisory and rn nag rial experience. Implement and maintain sound organizational practices. .11 Maintain a high standard for accuracy, completeness, and efficiency in the preparation of reports and budgets. Independent and self -motivated to complete required deadlines while simultaneously completing other tasks. 7.0 MINIMUM QUALIFICATIONS .1 Associate's degree (A.A.) or equivaIent from two-year co ege o r technical school in ac punting, legal, or general business field; or five years of related experience in legal, accounting or general business curriculum supplemented by a minimum of five years' experience in progressi Orel responsible positions in a Sheriff's or Law and Justice agency, including one 1 year of supervisory or lead experience; or equivalent combination of education and experience. 7.2. Valid Washington State Driver's License with a driving record free f serious or frequent Violations and ability to maintain a valid license. 7.3 Abi l it to successfully complete various required training classes and obtain certificates 00 necessary for functional skills performance, ormance, maintenance nd improvement. Jefferson County Job Description: Sheriff's office — Administrative operations Manager Page: 6 of .4 Must pass a thorough background investigation which includes being f i ri erprinted. 7.5 This position is appointed by the sheriff. .0 DESIRABLE OUALIFICATIONS AND ABILITIES .1 Familiarity with tools, performance of ` related tasks. instruments, equipment and techniques commonly used in the .2 Ability to quickly grasp new techniques, n F technology, deal with rapid changes in events, remain calm in stressful situations, relate to various personality styles in a calm, professional manner. 8.3 Understands the need for maintaining confidentiality of sensitive information. .4 Assure efficient and effective utilization of volunteers and office personnel, funds, materials, facilities, and time. 8.5 patience., compassion, tact and understanding of confidentiality required. 8.6 Work is performed in a high security office environment with exposure to graphic, detailed and confidential information regarding, criminal cases. .7 Ability to be a team player. 9.0 WORK ENVIRONMENT .1 Work is primarily performed in the office, but also requires driving to meetings. 'while performing the duties o t' th i s job the employee is re ul ariv required to talk and hear; stand, walk, sit, use hands to finger, handle or feel objects, tools or controls. The employeeis occasionally required to reach with lands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 15 pounds. Specific vision requirements include: close vision, distance vision, color vision, peripheral vision, depth perception, night vision. the ability to read small print and the ability to adjust focus. This is an office -based job. The noise legal in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and em l off- e , and is subject t change as the needs of the employer and requirements o f the nb change.