Eau Claire County
Administrative Fiscal and Personnel Coordinator
Eau Claire County, Eau Claire, Wisconsin, United States, 54701
Salary:
$23.28 - $27.16 Hourly
Location :
Eau Claire, WI
Job Type:
Full-Time
Job Number:
22-00365
Department:
Sheriff
Division:
Administrative Services
Opening Date:
12/10/2024
Closing Date:
Continuous
POSITION SUMMARY
The Administrative Specialist performs confidential clerical and administrative support activities for the Sheriff and management staff. This position assists with personnel and fiscal duties for the Sheriff's Office and executes clerical duties. QUALIFICATIONS
Provides friendly and professional customer service by communicating with the public, employees, and other individuals to answer questions, disseminate or explain information, accept forms, papers, and fees and address complaints; answers telephone calls including the tipster line; directs callers to appropriate parties; takes messages; greets visitors and determines whether they should be given access to specific individuals. Practices accurate bookkeeping skills honestly and with integrity to perform fiscal support duties; prepares invoices; reconciles, processes, and maintains financial statements and other documents; maintains records for special accounts; processes credit card statements, fuel bills, purchase orders and vouchers; assists with preparing and submits annual department budget; enters records into the finance database. Follows strict records management procedures and guidelines; enters, maintains, and updates data for a variety of law enforcement programs into records management database systems in accordance with established procedures; verifies accuracy of data entries; retrieves data to compile and run reports. Interprets laws, regulations, and legal procedures to maintain departmental and program policy and procedure manuals; maintains working knowledge of changing laws, policies, procedures, and practices; implements changes within the department and programs to maintain compliance. Conducts research, compiles data, and prepares documents for consideration and presentation by administrative staff and committees; provides updates to Sheriff's website. Operates personal computer using several standard and specialized software and online programs; enters, maintains, and updates data for a variety of law enforcement programs into records management database systems in accordance with established procedures; verifies accuracy of data entries; retrieves data to compile and run reports. Applies basic knowledge of human resource practices to coordinate the departmental recruitment process while assuring adherence to County Code and personnel policies; prepares internal and external job announcements; arranges and coordinates interviews and pre-employment testing; assembles written materials; corresponds effectively with candidates orally and in writing. Demonstrates thorough organizational skills to manage, organize, and prioritize multiple onboarding tasks within stringent time limits; coordinates background investigations; delivers email notifications, welcome information, and uniform information; creates personnel folders and oaths of office; maintains data entry into several systems; provides updates to other employees and departments. Produces, verifies, and maintains documentation relating to departmental activities using ability to uphold confidential program, participant, and organization information such as personnel roster and folders, oath of office information, badges/equipment issued, inventory records, new employee orientation materials and procedures, records and certifications, training and standards data, and employee mailboxes. Manages all matters of a confidential nature including union grievances, matters of litigation, confidential employee correspondence, Sheriff's correspondence, and disciplinary actions as they pertain to employees. Coordinates registration, lodging, and travel arrangements for staff attending conferences or training. Processes public records requests by evaluating request for information, determining what information may be released, and retrieving and providing information. Applies Notary Public commission to review and evaluate requests from inmates; responds via email and schedules notary services with housing units; notarizes documents for inmates. Receives, reviews, and coordinate Assembly and Parade permit applications; disseminates to appropriate departments in a timely manner; presents to Sheriff for approval. Executes general office duties; orders supplies; files, scans, faxes, photocopies documents; reserves rooms and equipment for meetings; opens, sorts, and routes incoming mail; answers correspondence; prepares outgoing mail; coordinates news releases with media; sets up interviews. Performs duties to accurately process any action requiring immediate response, such as arranging for process service, getting restraining orders out to road, notifying officers if court date is called off. Serves as clerk at committee meetings; prepares agendas; records and distributes minutes. Performs other related duties as required or assigned. TRAINING AND PROFESSIONAL EXEPERIENCE QUALIFICATIONS
High school diploma or equivalent. One (1) year of clerical experience in an office setting including record keeping, information dissemination, customer service, and legal process and terminology. One (1) year demonstrated proficiency in personal computer use with Microsoft Office software. Appointment will be conditional upon successful completion of criminal background, DOT, and NCIC/CIB checks, and fingerprinting to be kept on file for identification purposes. Must have valid driver's license, an acceptable driving record, and access to private transportation for work-related duties. Notary Public or eligibility to become a Notary Public within six (6) months of hire and maintain thereafter during employment. DESIRED TRAINING AND PROFESSIONAL EXERIENCE QUALIFICATIONS
Associate degree or coursework in administrative assistant, criminal justice, paralegal, or related field. Experience working in a correctional facility or law enforcement agency. Knowledge of court systems.
Employees working less than 20 hours per week have access to our Employee Assistance Program and Corporate Discounts
Workers' Compensation
Social Security:
The County matches employees' social security compensation.
01
Which of the following best describes your education?
High school diploma or equivalent. Associate degree or coursework in administrative assistant, criminal justice, paralegal, or related field.
02
Do you have One (1) year of clerical experience in an office setting including record keeping, information dissemination, customer service, and legal process and terminology?
YES NO
03
Do you have One (1) year demonstrated proficiency in personal computer use with Microsoft Office software?
YES NO
Required Question
$23.28 - $27.16 Hourly
Location :
Eau Claire, WI
Job Type:
Full-Time
Job Number:
22-00365
Department:
Sheriff
Division:
Administrative Services
Opening Date:
12/10/2024
Closing Date:
Continuous
POSITION SUMMARY
The Administrative Specialist performs confidential clerical and administrative support activities for the Sheriff and management staff. This position assists with personnel and fiscal duties for the Sheriff's Office and executes clerical duties. QUALIFICATIONS
Provides friendly and professional customer service by communicating with the public, employees, and other individuals to answer questions, disseminate or explain information, accept forms, papers, and fees and address complaints; answers telephone calls including the tipster line; directs callers to appropriate parties; takes messages; greets visitors and determines whether they should be given access to specific individuals. Practices accurate bookkeeping skills honestly and with integrity to perform fiscal support duties; prepares invoices; reconciles, processes, and maintains financial statements and other documents; maintains records for special accounts; processes credit card statements, fuel bills, purchase orders and vouchers; assists with preparing and submits annual department budget; enters records into the finance database. Follows strict records management procedures and guidelines; enters, maintains, and updates data for a variety of law enforcement programs into records management database systems in accordance with established procedures; verifies accuracy of data entries; retrieves data to compile and run reports. Interprets laws, regulations, and legal procedures to maintain departmental and program policy and procedure manuals; maintains working knowledge of changing laws, policies, procedures, and practices; implements changes within the department and programs to maintain compliance. Conducts research, compiles data, and prepares documents for consideration and presentation by administrative staff and committees; provides updates to Sheriff's website. Operates personal computer using several standard and specialized software and online programs; enters, maintains, and updates data for a variety of law enforcement programs into records management database systems in accordance with established procedures; verifies accuracy of data entries; retrieves data to compile and run reports. Applies basic knowledge of human resource practices to coordinate the departmental recruitment process while assuring adherence to County Code and personnel policies; prepares internal and external job announcements; arranges and coordinates interviews and pre-employment testing; assembles written materials; corresponds effectively with candidates orally and in writing. Demonstrates thorough organizational skills to manage, organize, and prioritize multiple onboarding tasks within stringent time limits; coordinates background investigations; delivers email notifications, welcome information, and uniform information; creates personnel folders and oaths of office; maintains data entry into several systems; provides updates to other employees and departments. Produces, verifies, and maintains documentation relating to departmental activities using ability to uphold confidential program, participant, and organization information such as personnel roster and folders, oath of office information, badges/equipment issued, inventory records, new employee orientation materials and procedures, records and certifications, training and standards data, and employee mailboxes. Manages all matters of a confidential nature including union grievances, matters of litigation, confidential employee correspondence, Sheriff's correspondence, and disciplinary actions as they pertain to employees. Coordinates registration, lodging, and travel arrangements for staff attending conferences or training. Processes public records requests by evaluating request for information, determining what information may be released, and retrieving and providing information. Applies Notary Public commission to review and evaluate requests from inmates; responds via email and schedules notary services with housing units; notarizes documents for inmates. Receives, reviews, and coordinate Assembly and Parade permit applications; disseminates to appropriate departments in a timely manner; presents to Sheriff for approval. Executes general office duties; orders supplies; files, scans, faxes, photocopies documents; reserves rooms and equipment for meetings; opens, sorts, and routes incoming mail; answers correspondence; prepares outgoing mail; coordinates news releases with media; sets up interviews. Performs duties to accurately process any action requiring immediate response, such as arranging for process service, getting restraining orders out to road, notifying officers if court date is called off. Serves as clerk at committee meetings; prepares agendas; records and distributes minutes. Performs other related duties as required or assigned. TRAINING AND PROFESSIONAL EXEPERIENCE QUALIFICATIONS
High school diploma or equivalent. One (1) year of clerical experience in an office setting including record keeping, information dissemination, customer service, and legal process and terminology. One (1) year demonstrated proficiency in personal computer use with Microsoft Office software. Appointment will be conditional upon successful completion of criminal background, DOT, and NCIC/CIB checks, and fingerprinting to be kept on file for identification purposes. Must have valid driver's license, an acceptable driving record, and access to private transportation for work-related duties. Notary Public or eligibility to become a Notary Public within six (6) months of hire and maintain thereafter during employment. DESIRED TRAINING AND PROFESSIONAL EXERIENCE QUALIFICATIONS
Associate degree or coursework in administrative assistant, criminal justice, paralegal, or related field. Experience working in a correctional facility or law enforcement agency. Knowledge of court systems.
Employees working less than 20 hours per week have access to our Employee Assistance Program and Corporate Discounts
Workers' Compensation
Social Security:
The County matches employees' social security compensation.
01
Which of the following best describes your education?
High school diploma or equivalent. Associate degree or coursework in administrative assistant, criminal justice, paralegal, or related field.
02
Do you have One (1) year of clerical experience in an office setting including record keeping, information dissemination, customer service, and legal process and terminology?
YES NO
03
Do you have One (1) year demonstrated proficiency in personal computer use with Microsoft Office software?
YES NO
Required Question