Office Manager II

Duties/Responsibilities: The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Prepares all components of the annual department budget in detail; summarizes this information for County officials. Prepares department’s 5-year capital improvement program (CIP) in conjunction with the Sheriff and Chief Deputy. Evaluates incoming requests for financial action, document results and responds in an appropriate manner. Monitors agency expenditures for budgetary compliance; ensures correct general ledger accounts are used for expenditures; recommends budget transfers as needed. Completes all financial operations of the Office including but not limited to purchasing, invoicing, accounts receivables, accounts payable, balancing of accounts, fixed assets, and inventory. Maintains petty cash accounts. Acts as the Liaison between the Sheriff’s Office and Finance Department regarding budgetary issues. Works closely with the County Auditor in assuring that all financial duties are completed in accordance with County procedures and Auditor recommendations. Acts as the primary resource contact for human resources; to include arranging interviews for new hires, as well as promotional positions within the Sheriff’s Office. Coordinating hiring efforts and onboarding of new employees. Maintains all personnel files of employees. Maintains the Law Enforcement Certification System (ACADIS), reviews the annual audit for the organization certification compliance of the mandatory 24-hour training requirement for all sworn deputies and correctional deputies. Creates and maintains confidential correspondence. Maintains a high level of confidentiality in all aspects of job functions. Prepares committee correspondence. Supports management of sheriff’s calendar and scheduling of meetings and appointments. Prepares documents and presentations in Microsoft Excel, PowerPoint, and other platforms. Processes employee payroll, including data entry, reviewing and verify coding and accurate interpretation of labor contracts, office policies and procedures. Responsible for reporting and monitoring all auto insurance claims for Sheriff Office vehicles and equipment. Responsible for monitoring all worker compensation claims for Sheriff Office employee work related injuries. Maintains and updates the Sheriff’s Office website weekly. Interacts regularly with the public, state and local municipal staff and other employees. Coordinates with the County IS Department on department hardware, software and programming needs. Works closely with the Chief Deputy and Captain of Operations on collecting information, preparing and filing of grant applications, as well as completing follow-up paperwork for the grants reporting. Completes special assignments, answers telephone, and oversees maintenance and replacement of office systems including copiers, computers, printers and office supplies. Desirable Knowledge and Abilities: Thorough knowledge of accounting principles, laws, statutes, regulations, office functions, and record keeping policies. Considerable knowledge of legal terminology and business English, spelling, and grammar. Skilled in completing basic arithmetical computations, identifying errors, and keeping a variety of accurate records. Considerable knowledge of modern office practices, procedures, and efficient clerical processing methods. Proficient in Microsoft Office applications, with an emphasis in Excel and PowerPoint. Skilled in operating a variety of office equipment and in troubleshooting minor computer software and hardware problems. Ability to understand and carry out moderately complex oral and written instructions. Ability to plan, organize, prioritize, adjust to, and control variations in workload and accomplish a high volume of work without supervision. Independently make sound judgments and decisions; and solve problems in accordance with general office policy and procedures. Recognize exceptions to policies and procedures and seek assistance when needed. Ability to exercise discretion in maintaining the confidentiality of legal and sensitive matters. Strong ability to work without direct supervision and exercise initiative. Establish and maintain effective working relationships with staff, other County employees, attorneys, and the public. Knowledge of Generally Accepted Accounting Principles (GAAP) (preferred, but not required). Ability to advise and provide interpretation regarding applying policies, procedures, and standards to specific situations. Ability to communicate effectively both orally and in writing with co-workers, county officials, various county departments, and the public. Ability to exercise judgment, decisiveness, and creativity required in situations that require evaluating information to make effective decisions. Ability to establish and maintain effective working relationships with other employees, administrators, and the public. Ability to provide a positive leadership role model for all employees in a manner consistent with the Sheriff’s Office mission, vision, cultural expectations, and core values. Ability to contribute to a positive work culture that fosters excellent customer service and teamwork. Training and Experience: Preference given toward a combination of training and experience equivalent to graduation from an accredited college or university with a bachelor\'s degree in Accounting, Business/Public Administration or related degree and three years of professional experience. #J-18808-Ljbffr