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.