Front Officer Manager - Administrative/Budget Officer - INTERNAL ONLY

Job Title: Front Office Manager - Administrative/Budget Officer          

Department:  Sheriff Administration

Effective Date: October 2026

FLSA Status: Non-Exempt

Grade: 27

GENERAL PURPOSE

Performs a variety of complex administrative and budget duties requiring confidentiality and the frequent exercise of independent judgment. 

SUPERVISION EXERCISED 

Supervises Sheriff’s Office Clerks.

SUPERVISION RECEIVED

Works under the general supervision of the Sheriff.

EXAMPLE OF DUTIES

This position is responsible directly to the Sheriff of Box Elder County and requires knowledge of enforcement of state and local laws and ordinances.  Must be able to deal with individuals both adult and juvenile, from every socioeconomic level, using discretion, knowledge and judgment in handling required actions.  

Performs a full range of administrative duties for the Box Elder County Sheriff's Department. Composes and types correspondence, reports, memoranda, and other material for the Sheriff. Ensures accurate and timely submission of various reports and state and federal statistical information compilation.  Collects information from the public on complaints and incidents and ensures appropriate action on the same. Makes reservations as required for Sheriff and all sheriff’s office personnel. Prepares per diem requests & lodging for training and academy students.  Works with Auditor’s Office staff to coordinate timing on receiving per diem checks and travel plans.  Receives confirmations. Maintains appointment calendars. Sets up, coordinates and schedules appointments, and reservations.  Receives and circulates all incoming mail to the appropriate individuals or divisions within the department after extracting any information relevant to the Sheriff.  Submits detailed attendance reports, assembling information from supervisors of each division, access to update time cards when needed.

Handles matters, which are confidential in nature, and/or regulated by law, and as such, knowledge as to information that may be legally released is required and knowledge of G.R.A.M.A. guidelines are essential.

Performs professional administrative duties related to planning, organizing, controlling and coordinating accounting and financial functions within Sheriff’s Department which include being responsible for collecting data, budget requests and preparing of Public Safety fiscal year budgets including funds required and justification for requests.  Monitors budget for compliance, making sure expenses are accurately coded to departments within Public Safety and comparing expenditures with budget appropriations.  Audits county VISA accounts with Wells Fargo on all purchases made with county issued p-cards.  Collects receipts making sure all purchases meet purchasing policy guidelines.  Inputs county budget lines and scans all activity to Wells Fargo & County Auditor monthly.  Communicate with the Auditor's Office when necessary to increase credit limits for special purchases or when traveling for training.  

Assure annual payments are processed for Local Public Safety and Firefighter Surviving Spouse Trust for sworn officers that are killed in the line of duty.  Dunn Peak repeater for Carl Spencer to clean snow and ice off repeater so communication can continue throughout the winter.  Annual payment for the Barnes family for leasing the land for Dunn Peak.  

For all county vehicles/trailers/etc. assigned to BESO, order tires, pay & maintain records for maintenance/repairs, input in Spillman & scan to County Fleet Manager and BESO Fleet Manager for tracking.  

Issues purchase requisitions; contacts vendors and businesses for availability of goods required, tax exemption and confirmation of costs, thereby maintaining a balance in all budget line items, before items are acquired.  At the time invoices become payable, contacts and confers with vendors on billings and amendments to billings; initiates paperwork to pay the invoices.  

Orders and maintains an inventory of needed departmental supplies; operational supplies, maintenance supplies & printing documents/forms for everyday use by the department.  Shop to compare pricing to make sure we are getting the best price on supplies/equipment.  Order p-cards, car wash cards and assigned supplies for employees to perform their job assignments.

Manages petty cash funds which includes paying minors for their time working with Detective and BRHD Representative for alcohol and tobacco buys in Box Elder County.  Imprest Fund is audited monthly by the auditor’s office.  

Assist employees when on-duty injury occurs.  Schedules appointments with the medical office and communicates assigned claim numbers to billing staff and employees.   

As needed for back-up acts as receptionist for the Box Elder County Sheriff’s department and receives and screens the general public and directs them to the proper department.  Achieves security of the building by carefully screening the public and logs visitors as required by BCI.  Determines access or egress to the Sheriff’s office staff. Takes complaints and makes sure they have the proper paperwork to process complaints.

Must be familiar with all administrative aspects of office and be willing to be available to transcribe statements of victims/witnesses/suspects from tapes.  Supplies file data as required by law. Assists in receiving civil papers: ascertaining correct fee for papers being served, collecting correct monies and receipting the public for the same.  In the Civil Secretary’s absence, inputting and returning papers in Spillman.  Have access to Xpress Bill Pay to accept credit card payments for multiple services. (Fingerprints, copies of reports/photos, civil paper service, etc.).

Maintains and records officer training hours on Spillman computer system. Reports annual training hours to Peace Officer Standards and Training for public safety officers to maintain their certifications.  Keep active roster up to date with POST, ensuring the employees are certified and maintain personnel files and security of the same. Activates Personnel Action Forms from pending files, for new hires and employee wage increases; FMLA, leave of absence forms, and terminations, submitting for Sheriff's approval. 

Communicates and is a resource for retired BESO Public Safety employees/active SAR volunteer members for EAP program available by law, funded by Box Elder County for various webinars and counseling available to them.  Processes monthly payment.

Manage paper/electronic scheduling of the three cabins & RV spots owned and located by Box Elder County in Western Box Elder County.  Communicate with Buildings & Grounds when there are any repairs needed.  Schedules E.O.C. Room for various meetings/trainings.

Attends all Staff and Departmental meetings, recording actions, ensuring follow-up assignments and suspense.

Knowledge of Spillman System and is available to assist with computer maintenance as troubleshooter, and to assist other law enforcement agencies with operational questions.

Manage and train Sheriff’s Office Clerks.