Office Manager- Sheriff
3 days ago
Location : Bozeman, MT
Job Type: Full-Time
Job Number: 00689
Department: Sheriff
Opening Date: 11/19/2024
Closing Date: Continuous
POSITION OVERVIEW
This position is in the Sheriff's Office and performs a variety of clerical, technical and support duties for the Sheriff's Office. This position coordinates the public, deputies, management team and secondary administrative duties for the Gallatin County Sheriff's Office. This position aids in a variety of other functions on an as needed basis and performs other duties as assigned. This position reports to the Division Commander and does not directly supervise other County personnel.
Each duty listed below makes up at least 5% of the job, and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated.
ADMINISTRATIVE SUPPORT
- Receives questions, concerns, and complaints at the front window.
- Creates, formats and updates Training division, and support service division forms and prepares for printing, duplicating, and delivering.
- Maintains Schedules for assigned division commanders and coordinates divisional meetings, appointments, etc. and maintains the calendar for those divisions/
- Coordinating and performing overall accounts receivable processing for the Gallatin County Sheriff's Office. Receives, validates, and performs background checks, applications, and Criminal Justice Information for Concealed Weapons Permits (CWP)
- Is CJIN certified and maintains confidentiality in CWP's.
- Responsible for general billing invoices and completes payment entry into Gallatin County accounting software system. Compares invoices from vendors with documentation on file for appropriate vendor name and address, dollar amount, invoice numbers, dates, appropriate coding, etc. Verifies the invoice is correct by reviewing all details. Checks for errors and research discrepancies by contacting the vendor to gather additional information, checking procedures and adjusts to ensure accuracy.
- Leaves facility to pick up supplies from vendors, Post Office, and other office needs.
- Maintains training records, training needs, and POST certifications.
- Provides Administrative assistance to the Community Outreach Captain, Support Services Captain, Training Captain, and the accountant.
- Writes and edits a variety of correspondence as needed within their division. Determines intent of correspondence, drafts letters, memos, etc.
- Provides information technology support for the Training and Support Service Division. Submits IT support requests as needed when issues cannot be resolved at this level.
- Aids with a variety of other positions and functions on an as needed basis.
- Edit, track, and distribute all changes to the Training schedule and the field training and observation manual.
- Maintains records and evaluations for the Field Training program.
- Point of contact for outside agencies interested in using the Training center.
- Manages and creates contracts with outside agencies pertaining to the Training center.
- Manages Public Safety Academy
- Promoting
- Gathering participant information
- Collection of applications
- Coordinating divisions
- Assisting at 8-9-week academy
- Recruitment
- Outreach
- Community Engagement
HIRING, PROMOTIONSAND TRAINING
- Coordinate with the HR to prepare and advertise the approved job posting.
- Collect, screen and track applications.
- Maintain timely communication with applicants to advise on application status, the hiring process, and to answer any questions.
- Schedule and participate in oral interviews when applicable.
- Coordinate with background investigator by collecting and assembling all needed documentation into background file from candidates.
- Manage the progress of the background investigation and psychological evaluation.
- Notifies applicants if they will be hired or not. Schedules start date and administrative week.
- Prepares new employee packets and ensures HR receives completed new hire paperwork.
- Organizes travel arrangements to include flights, hotels, and car rentals training.
- Create and manage all contacts and schedules for the shooting range and training room for all outside agencies as well as internal training.
- File and maintain all training documents.
- Track POST training hours for all Sheriff's Office staff.
- Advertise and communicate training statewide
- Assist with Community Education Training Team (CETT)
- Run, Lock, Fight
- De-escalation training
- Coordinates the organization and planning the CIT academy
PAYROLL PROCESSING/HUMAN RESOURCES-The following duties are only a backup to current the Executive Assistant.
- Ability to assist with payroll processing, and HR paperwork for the Sheriff's Office. These duties may include:
- Reviews and verifies employee timesheets for correct expenses, leaves, hours, signatures, etc., by communicating with employees or supervisors over required clarifications or corrections.
- Reviews leave balances, FMLA, workers compensation, jury duty and military leave.
- Monitors and evaluates reports generated from the payroll system to update employee information and ensure accuracy of system data.
- Liaison to HR, IT, and other county departments as necessary.
- Maintain record of employee's evaluation due dates, send reminders to get them completed on time, and submit to HR.
- Review and submit workers compensation claim to HR.
- Maintain light duty status records and send updated paperwork to HR.
- Coordinates with the Outreach Captain creating and updating the Sheriffs Annual Report that may require statistical data.
- Collection of office-wide work outcomes
- Development of semi-annual reports
OTHER DUTIES AS ASSIGNED
Performs a variety of other duties as assigned by supervisor. This may include completing special projects, attending continuing education and training, collecting, and processing fees, assessing office procedures and making recommendations for improvement. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.
QUALIFICATIONS
This position requires knowledge of bookkeeping and record keeping procedures, business English, composition, spelling, and grammar; court procedures and justice system; office operations and equipment and using business and office computer software. The position requires the ability to communicate effectively verbally and in writing. This position also requires the knowledge and skills of multi-line phones systems, radio systems, safety, and security of a secure facility (policies and procedures), interpersonal skills, an understanding/knowledge of court paperwork and the ability to work with a diverse population.
EDUCATION & EXPERIENCE
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school, one-year job related vocational training and one to two (1-2) years related work experience. Intermediate information technology experience is preferred. Position must be able to acquire a notary certification within six months of hire.
SUPPLEMENTAL INFORMATION
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
For application consideration, be prepared to upload the following required documents:
- Cover Letter
- Resume
- (3) Three Work References
Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
Excellent Medical Health Benefits - Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.
Medical deductible is $400 for an individual and $1,000 for a family.
Flexible Benefits Plan - Pre-tax out-of-pocket medical expenses and day care expenses.
Supplemental Medical Coverage and voluntary Life Insurance Coverage are offered through Mutual of Omaha..
Public Employees Retirement System - Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS). New members to the PERS have an opportunity to choose between two retirement plan options: the Defined Benefit Plan or the Defined Contribution Plan.
Sheriffs' Retirement System (SRS) - A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005.
Supplemental Retirement Benefits are offered through Nationwide and Empower.
Sick Leave - Full-time employees accrue 7.40 hours per month and are eligible to use sick leave once it is accrued. The accrual is pro-rated for part-time employees.
Vacation Leave - Full-time employees accrue 9.20 hours per month and are eligible to use leave once it is accrued. The accrual is pro-rated for part-time employees.
Holidays - The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years.
Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees.
Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses.
Bilingual Pay - Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.
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