Office Manager - Sheriff's Department

Office Manager – Sheriff’s Department: Full-time position available with the Cerro Gordo County Sheriff's Office. This position will manage the civil clerical personnel performing administrative and clerical work and coordinating the administration of the County Sheriff’s Office. High school diploma or GED, supplemented by a minimum of 3 years previous experience that includes general or legal secretarial skills, and/or office management experience.

Applications will be accepted until filled with first review of applications on November 8, 2024 or until filled. Pre-employment physical, drug screen, psychological testing and criminal background check required.  Cerro Gordo County is an EOE. Applications can be completed online by visiting our website at: www.cerrogordo.gov

Posted October 14, 2024.

CERRO GORDO COUNTY, IOWA
POSITION DESCRIPTION

Summary:
This position will manage the civil clerical personnel performing administrative and clerical work by directing the clerical staff and coordinating the administration of the office of the County Sheriff; to provide confidential clerical support to the County Sheriff and to perform additional tasks as may be assigned by the County Sheriff or Chief Deputy. 

Essential Duties and Responsibilities:
Directs clerical staff to ensure prompt and efficient services are delivered to the public, law enforcement officials, and other employees doing business with the County Sheriff’s office in person, by mail and/or by telephone.  Provides back-up support to the clerical staff by performing reception tasks of greeting and directing customers.  Answers telephone, screens and directs calls. 

Prepares and processes routine and confidential correspondence and legal documents, such as Summons, Orders, Complaints, Subpoenas, Sheriff’s Sale, Garnishments, Condemnations, Abandoned Vehicles, and Civil Process Documents.

Directs, performs and/or maintains the receipts of all monies received, prepares bank deposits, monthly bank reconciliations, and monthly reports.    

Distributes daily mail to appropriate personnel, schedule courtroom, and training room.  Process Permits to Acquire and Permits to Carry, Electronic Document Management System (EDMS), and Sex Offender Registry.

Assists with the annual budget for the office.  Submits budget to County Sheriff for approval and files with Board of Supervisors.  Monitors and reviews the expenditures and revenues for the department to ensure the budget is maintained.  Monitors and directs operations of office equipment and supply inventory.  Orders repairs and supplies as needed.  Prepares claims for the County Sheriff’s authorization and submits authorized claims to the County Board of Supervisors for approval and payment.

Organizes, directs, and coordinates the clerical personnel and their duties in carrying out the responsibilities of the office.  Duties include making hiring recommendations, training, and evaluating of personnel.

Prepares payroll for 75 employees, manages/monitors personnel records of Sheriff’s staff, salary adjustments, personal leave, timesheets, scheduling, reviewing and maintaining current knowledge of County personnel policy and union contract requirements to ensure office procedures and policies comply with those requirements.

Make independent decisions related to staff supervision and directing staff duties.

Maintains confidentiality of all records, filings and related information or proceedings in the performance of essential functions and responsibilities.

The Office Manager performs other duties as assigned by the Sheriff.

Supervisory Responsibilities:
Supervises three office clerks.

Qualification Requirements:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty.  The requirements listed as follows are representative of the knowledge, skill, and ability required.

Knowledge of computer word-processing and database applications.

Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.

Ability to review, classify, categorize, prioritize, and/or analyze data and/or information.  Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probably interactive effects and relationships.

Ability to utilize a wide variety of references, advisory, descriptive data and/or information and forms such as County policy/procedure manuals, Code of Iowa statutes, law reference books, legal dictionary, legal documents, criminal reporting forms, computer and software manuals, address directories, employee’s handbook, and time records.

Ability to compile, assemble, copy, record and/or transcribe data and/or information according to a prescribed protocol.  Includes judging whether readily observable functional, structural or compositional characteristics are similar to or divergent from prescribed standards, procedures or routines.

Ability to produce reports and correspondence with proper format, punctuations, spelling and grammar, using all parts of speech.  Requires the ability to communicate with and before others using correct English.

Ability to utilize available resources to direct staff, assist clientele or make appropriate referrals to meet the needs of those seeking assistance.

Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

Ability to apply principles of influence systems, such as motivation, incentive and leadership. 

Ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.

Ability to provide guidance, assistance and/or interpretation to others on how to apply procedures and standards to specific situations.

Ability to represent Cerro Gordo County in a professional manner.

Ability to interact and deal effectively with staff, general public, business and professional contacts, and law enforcement officials doing business with the office or courts.

The requirements and duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Education and Experience:
High school diploma or GED; supplemented by college level course work or vocational training in secretarial science or office administration; supplemented by a minimum of three (3) years previous experience that includes general or legal secretarial skills, and/or office management experience; or any equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position.

Language Skills:
Ability to communicate effectively with co-workers and the general public.

Ability to deal with the general public in a tactful and courteous manner.

Ability to properly and effectively communicate verbally and in writing.

Reasoning Ability:
Ability to apply common sense understanding to carry out instructions in written, oral, or diagram form.

Ability to apply common sense to solve problems or achieve work objectives.

Ability to recognize work situations that require special attention.

Ability to deal with problems involving several variables in standardized situations.

Certificates, Licenses, Registrations:
None

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to walk, stand, and sit.

Physical demand requirements are at levels of those for sedentary or office environment work.  Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (25-30 pounds). 

Must be able to move or carry job-related objects or materials such as various books, legeers, print-outs, file boxes, computer paper, etc.

Some tasks require visual perception and discrimination.  Tasks may involve extended periods of time at a keyboard or workstation.

Work Environment:
Tasks are regularly performed without exposure to adverse environmental conditions.  Work is normally performed in an office environment.

Headaches, eyestrain, carpal tunnel and related occupational hazards associated with computer work reflect most common potential for injury.

Comments:
Must have a valid Iowa Driver's License and have reliable transportation.  Must be insurable for driving under county insurance company policies.

Applicant will be subject to post offer, pre-employment drug and physical testing, reference checks, as well as a criminal background check.

Cerro Gordo County is an Equal Opportunity Employer.  In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.  Cerro Gordo County is subject to and has adopted a policy in compliance with the 2008 Smokefree Air Act.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.