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. In evaluating candidates for this position, the County may consider a combination of education, training and experience, which provides the necessary knowledge, skills and abilities to perform the duties of the position.