Administrative Coordinator

This position serves as an administrative resource for the Sheriff’s Administrative team and others within the office.  This position is expected to be flexible and capable of assisting in every area of the office. The Administrative Coordinator organizes and supports all administrative functions associated with on-boarding and off-boarding personnel, software administration, program administration, and special projects. The work requires a highly skilled administrative professional, adept at nimble learning, who is highly organized and demonstrates excellent written and verbal communication skills, resourcefulness, sound critical thinking, and effective problem-solving.

The confidential nature of work assignments and exposure to sensitive data requires a high degree of discretion and judgment to maintain privacy and ensure only authorized disclosures are made. An employee in this position(s) may be, as part of job duties, be exposed to confidential labor relations information, including management’s position on economic and noneconomic items that have not been presented during the collective bargaining process, personnel data tied to performance, grievances, leaves of absence and operational strategies not yet disseminated. Employee may also passively or actively participate in meetings with members of the Sheriff’s Admin, Human Resources, LADID task force or other groups as assigned.

Specialization in the various aspects of law enforcement is not necessary, however maintaining an overall understanding of departmental and divisional needs is important to understand and troubleshoot systems being used.

• Provides high level and confidential administrative support to the Sheriff’s Office Administrative Team.

• Coordinates all internal logistics related to on-boarding, transfers, and off-boarding of personnel.
• Developed and maintains exhaustive system of managing role specific checklists necessary for consistent setup and deactivations of employees across numerous systems and in coordination with various departments. 
• Actively participates in initial orientation of all new hires. Leads first day orientations in absence of Administrative Manager. 
• Maintains multiple databases related to personnel and training.
• Serves as an Agency Administrator and back-up System Administrator for internal recordkeeping systems. Assist in the maintenance of security setup including but not limited to user access rights and code tables within the internal recordkeeping system on both agency level and system-wide.
• Maintains the Master Name Index (MNI) within the county-wide recordkeeping system.  Research duplications and errors and provides direction to related agencies, divisions and/or staff.
• Serves as the first point of contact for all questions/comments regarding county-wide recordkeeping system and all ancillary systems.  Provides technical assistance to users on both an individual and group basis.
• Troubleshoots and resolves software problems related to internal recordkeeping systems by working directly with the vendor(s) to communicate and address software bugs and/or requests for future enhancements. Documents and tracks problems that are submitted and communicates proposed and final resolutions to users.
• Schedules meetings as directed, securing accommodations and materials, providing attendee notification, coordinating participant involvement, to ensure successful execution.  Attends meetings and prepares various meeting agendas and minutes as assigned, ensuring accuracy of the content and distributes to appropriate individuals in a timely manner and maintains the confidential status of all discussion including those related to labor and union-related matters. 
• Audits timecards for accuracy in recording and to ensure consistent application all contractual agreements related to wage and special pay across multiple units governed by varying agreements.  Reviews all timecards for multiple divisions on a biweekly basis.  Works with supervisors and staff to correct identified deficiencies.
• Organizes County Board agenda materials with supporting documents for review; completes required revisions and prepares final documents; enters all materials in board management software in a timely and accurate manner.
• Manages system of tracking all contracts.
• Manages internal and external websites design and updates for Sheriff’s office. Sets permissions to ensure appropriate access level for each employee.
• Serves as an agency liaison and coordinator of special programs/initiatives; organizes and attend meetings, communicates progress, participates in problem-solving and advances organizational priorities. 
• Develops and delivers staff training on a variety of topics including but not limited to standard operating procedures, use of reporting tools, interpretation of results, programmatic best practices and other topics as needed to increase effective implementation and ongoing operation of programs.
• Participates in evaluating software enhancements and communicating those enhancements to other staff
• Evaluates current processes and assists in developing policy and procedure related to the use of internal recordkeeping system. 
• Establishes and maintains effective rapport with public and staff; display a willingness to help others and communicate contradictory or negative information with tact and in a non-threatening manner.
• Maintains all electronic forms used by the office.  Designs and drafts new forms as necessary.  
• Orders and maintains storage of office supplies; applies discretion in maintaining an adequate level of supplies in storage.
• Maintains overall knowledge of all support staff responsibilities and assists where needed as requested or assigned.
• Maintain confidentiality requirements of the Crow Wing County Sheriff’s Office in accordance with Minnesota Data Practices and office policies and procedures. 
• Adhere to all Crow Wing County Sheriff’s Office Policies and Procedures
• Perform all other related functions as assigned or apparent, including responding to an emergency event. 

• High school diploma or equivalent.
• Formal preparation of two or more years or equivalent knowledge gained from related experience and/or education.
• Five or more years of work experience of a similar nature and scope of responsibility.
• Advanced proficiency in computer software programs and data base management.
• Proficient in website management and various forms of social media.

SPECIAL REQUIREMENTS:

• Satisfactory completion of the Department of Public Safety background examination.
• Must be able to be certified as a Notary Public for the State of Minnesota.

• Highly proficient in Microsoft Office Suite.
• Proficient in the use of SharePoint.
• Understanding of general principles of database management and ability to apply logical reasoning to properly classify and enter data into the various systems and establish/maintain quality control guidelines necessary to ensure data integrity.
• Strong organizational skills.
• Experience with agenda management.
• Excellent verbal and written communications skills displaying an ability to work with distinct personalities in a team effort to produce a cooperative product.
• Ability to make independent decisions based on broad general guidance, and on specific guidance as provided, by the administration and or set forth in current policy and procedures. 
• Extensive experience in all areas of office support skills, including typing, transcribing, mathematical computation, presentation preparation, filing, composing business correspondence, and organizing and managing various software.
• Ability to prioritize work assigned for optimum efficiency.
• Ability to take assignments and direction from multiple individuals.
• Willingness to accept responsibility, take initiative, and work independently to accomplish the goals assigned.
• Understanding of state and federal requirements for Criminal Justice Reporting. 
• Experience, knowledge, and ability in the performance of the duties and responsibilities of all support staff positions within the Sheriff's Office.