Administrative Specialist

Administrative Support Position

Position Objective: To provide administrative support, customer service, data processing, accounting and records management to fulfill the office mission and deliver services. This position is responsible to provide administrative support to the various divisions of the office. Responsibilities are determined by the area of assignment and may include customer service, maintenance and processing of court orders, maintaining records, processing data, preparation of legal papers, support of accounting functions and interpreting statutes and rules.

Essential Duties and Responsibilities:

• Provides customer service in person, by phone, or email regarding procedures and rules to provide responsive information and referrals.
• Reviews, verifies and processes warrants to ensure timely and accurate data entry. Communicates and coordinates with other internal and external agencies to facilitate warrant processing, document preparation and appropriate arrests.
• Prepares, reviews and distributes reports including proofreading and necessary redaction of information.
• Receives and processes legal papers for service and enforcement.
• Establishes and maintains records on incarcerated individuals. Processes internal paperwork, both electronic and hardcopy.
• Enters data from citations and submits electronically to initiate movement through the court system.
• Processes and fulfills requests for squad and body-worn camera video recordings.
• Processes background checks.
• Obtains, verifies and processes information to submit copy requests from prosecuting attorneys.
• Provides assistance to investigators by coordinating, monitoring, proofreading and assisting with case files.
• Locates and creates digital files of 911/dispatch phone calls to respond to data requests.
• Maintains website information.
• Establishes and maintains records for gun permit applicants.
• Receives and processes requests for data in accordance with state statutes and county policies and procedures.
• Performs transcription and inputs data into various software systems.
• Organizes and maintains digital narratives, statements and photos to provide accessible data.
• Prepares, reviews, and distributes reports including proofreading and any necessary redaction of information.
• Process incoming and outgoing mail.
• Completes BCA validations and participates in BCA and FBI audits.
• Researches, verifies and prepares legal documents.
• Supports sheriff's sale of property activities, applies judgment payments and disburses seized funds.
• Supports division accounting functions including accounts receivable and payable, annual audit, and maintaining financial records.
• Assists with jail visitation.
• Creates and maintains division electronic and paper records and files to ensure accuracy and accessibility.
• Maintains and coordinates civil process calendar to schedule evictions and lien sales.
• Attends training and meetings to maintain knowledge of policy, software and process changes.
• Attends work regularly and in a timely manner.
• Performs other duties as assigned or apparent.

Minimum Qualifications:

• High School graduate or equivalent
• One year of post-secondary education in relevant field and two years of progressively related experience OR four years of administrative or legal support experience
• Experience using Microsoft Office Suite

Desirable Knowledge, Skills and Abilities:

• Knowledge of standard office practices, procedures and technology.
• Knowledge of state and federal rules for access for government data.
• Knowledge of legal terminology, English grammar, punctuation, and vocabulary.
• Ability to maintain confidentiality and data privacy.
• Ability to respond to inquiries in a professional, courteous, and helpful manner.
• Ability to organize and prioritize work in a timely manner.
• Ability to understand and follow oral and written instructions.
• Ability to effectively communicate verbally and in writing.
• Ability to transcribe and tolerate extremely graphic information, including abuse victims and suspects.
• Ability to analyze and interpret technical regulations governing access to data.
• Ability to seek out resources and information.
• Ability to perform mathematical calculations.
• Ability to understand and apply legal procedures related to confidentiality.
• Ability to make decisions in accordance with established procedure.

Accountabilities Shared By All Employees:

• Consistently performs job responsibilities with a positive attitude and in a manner consistent with the County's mission and values.
• Develops and maintains a respectful and collaborative professional relationship with all County employees and the public we serve.
• Values and respects the diversity each employee brings to the organization.
• Develops and maintains knowledge and understanding of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
• Complies with all rules and policies to maintain a safe work environment.

Work Environment and Physical Demands:

The primary responsibilities for this position will be performed approximately 100% of the time indoors, both within the Law Enforcement Center and Jail. May require minimal attendance at evening meetings. Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort.Extent of Supervision or Guidance Provided Work is performed under the general supervision of the Lieutenant or Office Services Supervisor.Responsibility for Public Contact Frequent.

Hours of Work: Normal work hours are 8:00 a.m. to 4:30 p.m., Monday through Friday; may include hours outside of normal work hours on occasion.

Interview Date: If you are selected to be interviewed for this position, interviews will be held on a date to be determined. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience. A job specific background check and/or physical, drug and psychological exam may be required before appointment.

Benefits: To view Stearns County benefits go to: Stearns County Benefits Page

If you require special accommodations to participate in the Stearns County hiring process, please contact us at View phone number on click.appcast.io.