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HomeMy WebLinkAboutOffice Manager - Confidential SecretaryPosition: Department: Annual Hours Worked: Exempt Grade: BBP: HIPAA: FLSA: UNION: Civil Service: JEFFERSON COUNTY Job Description Office Manager/Confidential Secretary Sheriff s Office 2080 17 NO Level 4 Exempt -Administrative Exempt Exempt Location: Sheriff s Office Adopted: March 2017 Approved by: Human Resources Manager 1.0 MAJOR FUNCTION AND PURPOSE 1.1 Persons in this position are responsible to the elected Sheriff for keeping confidential office records and executing administrative policies. Assists the Elected Sheriff with daily operating functions of the Office. 2.0 SUPERVISION RECEIVED 2.1 Persons in this position are given significant discretion, within the scope of policy and regulations, in the routine performance of their duties; supervision and guidance are received from the elected Sheriff. 3.0 SUPERVISION EXERCISED 3.1 Persons in this position supervise employees and clerk hire positions, as needed, in the Administrative Section of the Office. Carries out supervisory responsibilities in accordance with the organizations' policies and applicable laws. Responsibilities include interviewing, making recommendations on hiring and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. 4.0 SPECIFIC DUTIES AND RESPONSIBILITIES 4.1 Researches material and conducts analyses to provide background materials and recommendations to the Sheriff regarding policy formations, budgets, grievances, and other matters of similar importance and complexity. Prepares office administrative reports for submission to Board of Commissioners, outside agencies, or the public as required or authorized. 4.2 Responsible for timely and effective training of all new employees and remedial training of other staff, implements new methods to improve work flow; conducts periodic performance evaluations; recommends or initiates personnel actions such as promotion, and conducts interviews during hiring and firing processes. 4.3 Responsible for the development, justification and administration of the Sheriff s Office budget in conjunction with the Elected Official. Manages grant applications and grant funding. Oversees overall financial record keeping for the office. Approves payroll, requisitions, and purchase orders in accordance with budget and established County procedures. Compiles detailed reports for Elected Sheriff. Jefferson County Job Description: Sheriffs Office - Office Manager/Confidential Secretary Page: 2 of 5 4.4 Responds to telephone and counter inquiries and requests, delegating the routine tasks to other clerks and resolving the more complicated, sensitive, or conflict matters. 4.5 Researches, prepares and composes letters, reports, notifications, documents, memos and other materials of an important or confidential nature on own initiative or from brief instructions or notes. May involve preparation of technical documents. 4.7 Schedules appointments, gives information to callers, takes dictation, composes and types correspondence, reads and routes incoming mail, and performs other administrative and clerical duties, such as ordering supplies and maintaining various monthly reports to provide departmental and outside agencies information about the Sheriff's Office activities. 4.6 Posts financial transactions and other data. Maintains various office fiscal and other records and accounts, including office and division budgets, expenditures and revenues, payroll, and personnel records. Posting may require preliminary calculations, allocations, or classifications according to established procedures. 4.7 Supervises all payroll and personnel record management for employees in the Administrative section of the Office. Counsels these employees on personnel matters. Plans, organizes, and supervises work activities of assigned secretarial and clerical employees of lower classification. Determines work procedures, prepares work schedules and expedites work flow. Issues written and oral instruction. Reviews and verifies work for accuracy, timeliness, proper documentation, completeness, neatness and conformance to policies and procedures. 4.8 Transcribes confidential, case interviews from audio tapes of Office personnel which are then reviewed by the appropriate person and forwarded to the Prosecuting Attorney's Office for case information. 4.9 Performs other tasks as directed. 5.0 COMPETENCY: To perform the job successfully, an 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 and skills; Shares expertise with others. Customer Service - Manages difficult or emotional customer situations; Responds to requests for service and assistance; Meets commitments. 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 writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. Jefferson County Job Description: Sheriffs Office - Office Manager/Confidential Secretary Page: 3 of 5 Dele atg ion - 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 external); Improves processes, products and services. Qualitygement - Demonstrates accuracy and thoroughness. Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; promotes a harassment -free environment. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically, Upholds organizational values. Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organizations goals and values. Jud ent - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing- 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 on 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 Security- Observes safety and security procedures: Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability - Adapts to changes in the work environment: Manages competing demands; Changes approach or method to best fit the situation: Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time: Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows 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. Jefferson County Job Description: Sheriffs Office - Office Manager/Confidential Secretary Page: 4 of 5 Initiative - Volunteers readily; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed. Innovation - Generates suggestions for improving work. 6.0 REQUIRED KNOWLEDGE AND ABILITIES 6.1 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, clients, customers, and the general public. 6.2 Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 6.3 Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to deal with problems involving several abstract and concrete variables. 6.4 Comprehensive knowledge of the principles, practices, methods, technicalities, systems, accounting systems, equipment and procedures used in work of a legal nature. 6.5 Thorough knowledge of the judicial process and legal terminology, as apply to administration, recording, and documentation of its' processes and procedures. 6.6 Knowledge of laws and regulations dealing with Human Resource Management. 6.7 Ability to plan, organize, delegate and direct the work of clerical positions in the office. Ability 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 typewriter, personal computer and/or computer terminal, calculator, and other office equipment standard to areas of assignment and to adapt to new and/or modified equipment which may be acquired. Knowledge of word processing software, particularly Microsoft WORD, as well as spreadsheet and database software. 6.10 Demonstrated supervisory and managerial experience. Implement and maintain sound organizational practices. 6.11 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. 6.12 While preforming the duties of this job, the employee is regularly required to stand, walk, sit, talk or hear and to reach with hands and arms. The employee frequently is required to use hands to finger, handle or feel objects. The employee is occasionally required to climb or balance, and to stoop, kneel, crouch or crawl. Jefferson County Job Description: Sheriffs Office - Office Manager/Confidential Secretary Page: 5 of 5 6.13 Good health, and good physical condition, appropriate to the position. The employee must occasionally lift and/or move up to 10 pounds. Specific vision requirements include: close, distance and color vision; the ability to adjust focus and the ability to read small print. 7.0 MINIMUM QUALIFICATIONS 7.1 Associate's degree (A.A.) or equivalent from two-year college or technical school in accounting, legal, or general business field; or five (5) years of related experience in legal, accounting or general business curriculum supplemented by a minimum of five (5) years experience in progressively responsible positions in a Sheriffs 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 of serious or frequent violations and ability to maintain a valid license. 7.3 Ability to successfully complete various required training classes and obtain certificates necessary for functional skills performance, maintenance and improvement. 7.4 Must pass a thorough background investigation which includes being fingerprinted. 7.5 Must pass a polygraph test and a psychological evaluation. 8.0 DESIRABLE OUALIFICATIONS AND ABILITIES 8.1 Familiarity with tools, instruments, equipment and techniques commonly used in the performance of related tasks. 8.2 Ability to quickly grasp new techniques, 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. 8.4 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. 8.7 Ability to be a team player. 9.0 WORK ENVIRONMENT 9.1 The noise level in the work environment is usually moderate. This job description does not constitute an employment agreement between the employer and employee, and is subject to change as the needs of the employer and requirements of the job change.