Clerical Supervisor - Sheriff

OVERALL OBJECTIVE OF JOB

This position is responsible for clerical and bookkeeping processes for the Sheriff’s Office and supervision of clerical staff to ensure work is in compliance with established procedures, regulations, policies and laws.  Knowledge of basic accounting principles, payroll, and purchasing are necessary.

ESSENTIAL FUNCTIONS OF JOB

1. Performs administrative duties as assigned by the Sheriff.
2. Supervises Sheriff’s Department clerical staff.
3. Post employee’s hours to timesheets and enters payroll into the county payroll system.
4. Tracks paid time off for Sheriff’s Department employees.
5. Processes Writs of Execution.
6. Organizes the advertising for news and law journals.
7. Analyses Order of Courts regarding sales.
8. Enters Requisitions into county accounting system for payment.
9. Maintains the petty cash for the Sheriff’s Department.
10. Reconcile Cash Receipts and deposit cash receipts daily.
11. Transfer revenue monthly to County Treasure and various surcharge accounts.
12. Assists in budget preparation for the Sheriff’s Department.
13. Plans and assigns work and ensures smooth processing flow by distributing assignments to clerical staff.
14. Monitor and order office supplies as needed.

OTHER DUTIES OF JOB

1. Assists in answering phone and performing other duties within office as necessary.
2. Attends meetings and/or training as required.
3. Travels periodically to perform essential job duties.
4. Performs all other duties and functions as required.

SUPERVISION RECEIVED

Reports directly to the Sheriff. Receives minimal supervision on day to day tasks and jobs.

WORKING CONDITIONS

1. Works indoors in adequate workspace, lighting, temperature, and ventilation.
2. Normal indoor exposure to dust, dirt, and other elements.
3. Average exposure to noise, stress, and subject to frequent disruptions.
4. Frequent exposure to stressful situations and strict deadlines.
5. Works daily with the potential of confrontations with irate or disruptive individuals.

PHYSICAL AND MENTAL CONDITIONS

1. Must possess ability to record, convey and present information, explain procedures, and follow instructions.
2. Must be able to sit or stand for long periods throughout the workday, with intermittent      periods of walking, bending, twisting, and reaching necessary to carry out duties of job.
3. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job.
4. Occasional lifting/carrying of objects.
5. Must be able to pay close attention to details and concentrate on work.
6. Must be able to cope with physical and mental stress of the position.
7. Must be able to travel to County buildings, as well as meetings and conferences as required.

QUALIFICATIONS

1. High School Diploma or equivalent required.
2. One year of clerical or office support experience. Any equivalent combination of acceptable education and experience.
3. Valid Pennsylvania driver’s license.

CLEARANCES

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must have the ability to operate all office equipment including computer, scanner, photocopier, telephone, printer and fax machine.
2. Must possess working knowledge of Microsoft Office processing systems and basic computer knowledge.
3. Knowledge of basic accounting principles, payroll, and purchasing are necessary.
4. Must possess organizational skills and be able to multitask while maintaining a neat and orderly work area.
5. Must possess the technical knowledge and skills to operate computer hardware/software systems and be capable of learning new software systems and hardware quickly.
6. Must have general knowledge of county government and services for referral.
7. Must possess ability to ensure confidentiality with sensitive case materials and records.
8. Must have the ability to type routine correspondence in a timely manner.
9. Must possess ability to establish and maintain effective working relations with clients, associates, court personnel, attorneys, county personnel, co-workers, and the general public.
10. Must possess good communication and interpersonal skills.
11. Must be able to speak and understand the English language in an understandable manner in order to carry out essential job duties.
12. Must possess ability to understand and follow complex oral and written instructions and to use sound judgement.
13. Must possess ability to pay attention to detail, accuracy, and concentration of work.
14. Must possess the ability to function independently.
15. Must be willing to travel as needed.