Office Manager

Position Description

Position Objective: The Office Manager serves as administrative support for the Juvenile Services Center division. This includes the supervision of other administrative support staff as assigned. The Office Manager is expected to be well-versed in day-to-day operations, provide excellent client customer service and be an integral part of the WSDJSC leadership team. The Office Manager position is typically staffed weekday, daytime hours and is covered under the flexible work schedule policy.

Position Functions

Essential Functions:

• Supervise designated staff, including selection, training, scheduling, assigning work, enforcing policy, and conducting performance reviews.
• Provide administrative support for the JSC Commander and staff with correspondence, policy and procedure updates, statistic compilation, reports, records requests, calendar management, travel and training preparations, meeting and event arrangements, and other tasks as assigned.
• Process bi-weekly division payroll and provide monthly statistical reports to leadership.
• Process monthly and weekly expenses utilizing the voucher system and manage the billing process for detainee services, to include preparing invoices, receipting payments, auditing and record retention.
• Assist in annual budget preparation and research, compile, and accurately present projections for revenue and expenses on an on-going basis.
• Oversee purchasing, inventory, scheduled maintenance and use of consumable office supplies, office furniture, facility supplies and equipment, and supplies for detainee behavior exchange program (commissary).
• Prepare, manage and maintain compliance documentation for facility accreditation (ACA), National School Lunch Program (NSLP) and assist with Prison Rape Elimination Act (PREA).
• Maintain employee rosters, organization charts for division employees and coordinate division's "employee of the month" recognition and selection.
• Perform related duties as assigned by supervisor.
• Maintain compliance with all company policies and procedures.

Qualifications

Education and/or Experience Required:

• Bachelor's degree in related field preferred.
• Three years of work experience managing an office work group/function.
• Equivalent work experience within the Pennington County Sheriff's Office may be substituted for college degree.
• Ability to operate standard office equipment and a computer with working knowledge of computer and software applications, including Microsoft Office programs.
• Possession of or ability to readily obtain a valid South Dakota Driver's License within 90 days of moving to South Dakota.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards
• This position frequently remains stationary for long periods of time and needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and printer.
• Must be able to move up to 20 pounds unassisted, and move 40 pounds with assistance.
• Must be able to communicate clearly and effectively on telephone, in-person and in writing.

Additional Information

Working Environment:

• Work is typically performed in an office.
• This position may include close contact with inmates.

Pennington County Benefit Summary

The following is a summary of benefits available to full-time and part-time benefited employees of Pennington County.

Health Care Program: Health – Pennington County has a self-funded health care program for employees and their dependents. Health Insurance and Prescription Drug is covered through Wellmark (Blue Cross Blue Shield). Two plans are offered: a traditional PPO plan with co-pay structure and a high deductible plan with higher deductible/out-of-pocket maximums. Dental – Dental coverage is provided through Delta Dental of South Dakota. 100% of usual and customary charges for preventive and diagnostic procedures are covered, after a $50 deductible per individual / $150 per family. Routine and restorative procedures, endodontics, periodontics, and major services are covered at 50%. There is an annual maximum of $1000 per individual. Orthodontics are not covered under this plan. Prescription – The Health care program includes retail and mail order (90-day supply) prescription coverage, both requiring an affordable co-pay. Co-pays do not accumulate toward satisfaction of the deductible or co-insurance limit. Note: Health care program coverage is effective on the 1st of the month following one complete month of employment. The program is available for employees and their dependents.

Life Insurance: Pennington County provides a $20,000 basic life insurance policy for every benefited employee. Optional supplemental life insurance can be purchased for employee, spouse, and dependent children.

Employee Assistance Program: Pennington County employees and family members may receive counseling services for issues relating to financial difficulties, marital and family distress, emotional problems, and alcohol or drug abuse. Generally speaking, as many as three visits annually are provided at no charge. Services are confidential.

Retirement Plan: Pennington County is a member of the South Dakota Retirement System (SDRS). The employee contributes 6% (8% for public safety) of gross wages. The contribution is matched by the County. Upon separation from employment with Pennington County, individuals who are fully vested in SDRS (three years of contributory service) have the right to receive a monthly lifetime retirement benefit at retirement age. Employees may choose to save additional funds toward retirement on a pre-tax basis through the SDRS supplemental retirement program. Other SDRS benefits include long term disability, family, and spouse benefits.

Supplemental Insurance: AFLAC offers various supplemental insurance policies for employees and family members. These policies are portable and guaranteed renewable. Premiums are deducted from payroll.

Paid Time Off: Vacation – Vacation time accrues per pay period at the rate of 3.077 hours for new employees with incremental increases based on years of service. Maximum hours of accumulation apply. Sick Leave – Sick leave accrues at the rate of 3.077 hours per pay period. Employees may use up to 80 hours of available sick leave annually for other designated reasons. Sick leave separation benefits are available after 10 years of employment. Holidays – Employees are eligible for up to 11 paid holidays per year. All Paid Time Off benefits are prorated based on the number of hours worked or benefit time taken in a pay period for all benefited employees. This summary is for general information only. Employees have access to complete and detailed policies, procedures, or summary plan descriptions for all benefits cited.