Office Coordinator

DESCRIPTION

Under the general supervision of the Community Corrections Supervisor, the Office Coordinator- Community Corrections is responsible for the support of Community Corrections staff in the delivery of services to enhance community safety. The Office Coordinator – Community Corrections supports directives of the Community Corrections management team. This position is responsible for coordinating and monitoring tasks and functions, leads work activities, implements and maintains administrative policies and practices, administers, and maintain department specific equipment and software. This position will coordinate, provide leadership, and work direction to Community Corrections office staff. This position also provides clerical support, assists the public, coordinates special events and meetings, and participates in professional staff development.

DUTIES / RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

• Coordinate and assign work to clerical staff. Maintain oversight and support of ongoing clerical operations.
• Develop, maintain, and manipulate databases and spreadsheets. Coordinate data entry, perform data maintenance, and maintain integrity in data management systems.
• Complete supportive tasks for agents. Assists probation officers in ensuring compliance with Court Ordered and Diversionary conditions. Prepares and completes paperwork in support of probation officers.
• Administers and maintains Community Corrections systems and software. Performs functions as the technical expert of the systems. Researches and recommends new software programs as needed. Completes financial reports and coordinates state and federal grants. Act as lead staff in the development of, processing and administering the fiscal functions and documentation with grants and budgets. Writes grants and processes grant receipts and disbursements, determines the validity of grant expenditures, and monitor to ensure compliance. Review multi-county invoices, calculate grant reimbursements, retain a detailed list of all grant purchased items, and fulfill all state and federal requirements.
• Provide administrative support for Community Corrections. Process various reports, correspondence, and documents. Tabulate and maintain inventories and statistical databases. Maintain meeting room schedules and take meeting minutes. Prepare all necessary documentation for new employees. Coordinate training locations and lodging for employees. Order office supplies and ensure office equipment is in working order. Distributes correspondence to departments and staff on behalf of management.
• Process accounts payable and accounts receivable. Prepare billing statements for services rendered, receipt invoices, and monitor payment. Review and enter accounts payable into the financial system for proper payment and run statistical budget reports.
• Performs fiscal oversight of Community Corrections account. Deposits funds and reconciles accounts. Facilitates between departments for payment approval for purchase orders, invoices, and other bills. Assists in monetary deposits.
• Coordinates drug testing program for the department. Prepares labels, creates testing calendar, processes results, orders supplies, and prepares reports and invoices.
• Assist with special projects and participate in workgroups as assigned. Assist in creation of a comprehensive plan. Updates directories for Community Corrections employees and create forms as needed for the department.
• Conduct office orientation for new employees, volunteers, and interns. Prepare orientation packet and reviews materials with appropriate staff. Train employees on policies, procedures, computer systems, and other office equipment. Communicates with staff and informs them of changes to procedures and policies. Maintains employee databases to reflect personnel changes.
• Provides professional customer service and answers customers' inquiries both in person and over the telephone.
• Promotes a diverse, culturally competent, and respectful workplace.
• Interact positively with internal and external customers. Communicate and interact effectively and respectfully with employees, supervisors, individuals from other organizations, and customers.
• Perform the physical demands of the position.
• Attend work during regularly scheduled hours.

ADDITIONAL FUNCTIONS:

• Perform clerical functions. Fills in as needed in the absence of other clerical staff.
• Participate in Professional Staff Development. Participates in training and education opportunities to maintain and improve proficiency. Attends and participates in professional organizations. Associates with employees and departments from other counties and states for collaboration.
• Trains and mentors new staff as requested.
• Transcribes documents.
• Perform other related functions as apparent or assigned.

QUALIFICATIONS

MINIMUM QUALIFICATIONS:

• Post-secondary education in clerical/administrative field, Criminal Justice, or related field
• Four (4) years clerical/administrative or similar office experience
• Experience with Microsoft Office products.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in Criminal Justice, Corrections, Social Work, Accounting, Business Administration, or related field.
• Experience in accounting
• Experience with data management systems such as MUNIS and CSTS
• Fluent in understanding and speaking languages other than English such as: Spanish, Somali, Chinese, Sudanese, or Arabic.

CONDITIONS OF EMPLOYMENT:

• Must comply with all federal and state laws and organizational and departmental policies and regulations.
• Must successfully pass a background check.
• Must possess a valid driver’s license and be able to drive in the State of Minnesota.
• Must comply with data practices policies and standards relative to not public data. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished the not public data must be properly stored according to county policy and the Minnesota Statutes.

HOURS OF WORK

Monday through Friday from 8:00 a.m. to 5:00 p.m. Some evening and weekend hours may be required.