Program Service Assistant, Sr - Sheriff's Office

Senior Program Service Assistant

Dakota County is currently seeking applicants to fill a Senior Program Service Assistant position. The successful applicant will have a positive attitude, be reliable, organized, have excellent client-facing communication skills, and experience working in a fast-paced office. Program Services Assistants must be able to operate effectively with little or no supervision and manage multiple tasks at one time.

The Dakota County Sheriff's Office is a place where you can build a career for a lifetime. We will support you and give you meaningful challenges within a culture grounded by personal growth and well-being. We believe in collaboration, growth, diversity, and stability. We hold each other accountable and expect everyone to take an active role in problem-solving and building a culture of hard work and respect. We believe in serving the members of our community by listening, engaging, and collaborating to solve problems and build solutions with dignity and respect.

Applicants for this position will be self-starters, honest, ethical, engaging and hold high moral standards. This candidate will be engaging and open to change. In addition, they will seek to solve problems and strive to provide the highest level of customer service possible.

Minimum Qualifications

High School Diploma or equivalent (G.E.D.) AND Three years of progressively responsible office support experience. OR Associates degree and one year of progressively responsible office support experience. OR An equivalent combination of education and progressively responsible office support experience to equal or exceed three years.

Preferred Qualifications: Completed degree in the office administration field. Progressively responsible programmatic or administrative experience in a government, law enforcement, law office, or courts. Experience working with diverse populations or customers with limited English proficiency. Bilingual skills are desirable. Candidates for employment with Dakota County Sheriff's Office must be able to comply with Policy 1043.3 which states that non-offensive tattoos which are visible while working are generally allowed. All tattoos must be approved before allowed to be visible. Tattoos may require covering if they are determined to be unsightly, offensive or a job assignment requires it. Visible tattoos on the ears, head, face, neck or any portion of the hand area are prohibited.

Duties & Responsibilities

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions. Core Duties of All Senior Program Service Assistant Staff: 1. Handle phone calls and face to face contacts. Respond promptly to general questions/problems within area of responsibility from the public or office staff in a helpful, timely, and professional manner. 2. Demonstrate comprehensive understanding as to matters that should be handled at their level and matters that need to be elevated to supervisory staff or other divisions. 3. Maintain in-depth knowledge of all support functions within unit or physical location and be prepared to share information with other staff and management when necessary. 4. Act as first point of contact for program customers or clients. Ability to make appropriate referral and communicate time sensitive information accurately and promptly to appropriate staff. 5. Use advanced processing functions within a variety of computer applications to design and produce documents that are highly visible and appropriate to distribute to the general public and customers. 6. Ask specific questions when given a document preparation request to ensure correct format, scope, and quality so that finished product fully meets customer expectations. 7. Assist in the implementation or testing of tracking system/databases as needed or requested. 8. Consistently utilize appropriate security measures when handling confidential or sensitive materials. 9. File hard copy and electronic documents in correct file according to appropriate departmental filing system and follow-up on missing or incomplete files to resolve issue utilizing multiple search techniques. 10. Answer questions for staff regarding case file preparation, records & department filing procedures in an appropriate and professional manner. 11. Maintain security and confidentiality of all records and follows data privacy and HIPAA regulations. 12. Receive, prepare, proofread to ensure accuracy and routing of documents in accordance to department guidelines and regulations. 13. Charge fees and verify commissions and invoices in accordance with established fee schedules and/or contracts.

Knowledge, Skills & Abilities and Work Environment

Advanced knowledge of Federal and State Statutes and local ordinances. Advanced knowledge in the interpretation of court documents and the ability to execute actions within timelines established by laws, rules, and procedures. Knowledge of legal process in criminal law Knowledge of legal process in civil law Advanced knowledge of English Grammar & Composition Knowledge of basic accounting principles. Advanced knowledge of Data Privacy Laws In-depth knowledge of State and Federal guidelines for handling records like: Criminal Histories, Civil Process Records and Prisoner Files (including Medical Records). Ability to become certified to handle records by the BCA and maintain that certification. Ability to learn and utilize varied software programs including but not limited to: Word, Excel, Access, Outlook, and PowerPoint, Investigative software. Proven expertise in accessing and navigating various computer databases and records management systems such as: CAD, MGA, PCI, CJN, DVS, Portals, ProPhoenix, Lexipol, TEAM, OneSolution, OnBase, SharePoint, Adobe, Internet Explorer, MN Revenue Recapture. Ability to communicate with a wide range of socio-economic and professional groups in oral and written form. Proficiency in Math Skills Proficiency in Research Skills and Ability to compile statistical data and produce charts, graphs and projections. Proficiency in Filing and Record Keeping.

Work Environment Sedentary office work to include standing/standing for periods of time is performed in a County office building. Frequent wrist and finger manipulation due to high concentration of computer and office work. Light lifting requirement on an occasional basis. Equipment used may include, but is not limited to; computer, printer, scanner, telephone, calculator, copy and fax machines.

Location & Schedule

This is an in-person position located at our Law Enforcement Center in Hastings, MN. Work is performed Monday through Friday during regular business hours (hours ranging from 8:00 a.m. to 5:30 p.m.)

Benefits

• Comprehensive and affordable medical, dental, vision, and other benefits
• Flexible spending accounts
• Excellent work-life balance
• Generous paid time off (accrual rate starts at four weeks per year)
• Carry over unused flex year to year
• Eleven paid holidays each year and one floating holiday
• Pension with a generous employer contribution-PERA Pension
• Telework may occasionally be available
• Three weeks paid parental leave
• Facial hair and tattoos allowed, per policy
• Flexible scheduling
• Comprehensive wellness program peer support team, on-site fitness center, annual wellness check-in, and employee assistance program

Selection Process

• You submit an online application that includes supplemental questions
• We assign you a score based on your qualifications
• Top scoring candidates are referred to the hiring manager for interview consideration
• We conduct background and reference checks before hiring