Office Manager

Provides administrative functions, supervisory leadership and directs subordinates in support of the Sheriff's Department mission.
SUPERVISION RECEIVED:
Sheriff's Department Office Manager receives direction and general supervision from County Sheriff and Undersheriff.
SUPERVISION EXERCISED:
Exercises direct supervision over Sheriff's Department's Administration Assistant, Administrative Intern, and all county volunteers.
ESSENTIAL FUNCTIONS:
The duties described herein 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.

• Supervises staffs which maintains civilian fingerprinting, VIN inspections, concealed handgun permits, processing traffic citations, civil process.
• May, on occasion, perform reception and customer service, responds to public and employee inquiries and supervises and/or performs all general clerical and accounting tasks.
• Maintains all departmental personnel records, time records, administrative records, county I.D. card maintenance, processing traffic citations, all Sheriff's correspondence, case file management, assisting in the development, preparation, monitoring and overseeing the departments budgets.
• Processes all Sheriff Sales, balances daily cash receipts for civil paperwork, jail inmate restitution and sex offenders, provides notary services for county departments, is the CCIC coordinator for the Sheriff's department which includes: running backgrounds, validating hot files, and monthly NIBRS (National Incident Based Reporting).
• Establishes and maintains the Sheriff's Department's Master Calendar as well as making and coordinating the personal schedules and calendars of the Sheriff and Undersheriff.
• Provides complex administrative and clerical support to department heads, supervisors and staff.
• Tracks all department purchases and expenditures. Reconciles and processes purchase orders, invoices, monthly credit card statement, and balances daily cash receipts.
• Provides Notary services to all county departments.
• Supervises, and oversees, the maintaining of the Sheriff's department records and filing systems, both manual and automated. Creates, updates, and maintains files and records pursuant to Department and County policies and procedures.
• Compiles, and reviews employee timesheets and payroll information and also prepares and processes other personnel forms.
• Maintains required records including all POST records and qualifications per the Colorado Department of Law. Monitors all employee files for current certifications and security purposes, training and compliance with all state and federal requirements including all POST certified Deputies.
• Is the CCIC coordinator which entails the following: monthly crime reporting to CBI, monthly validation of county hot files (warrants, lost or stolen property, missing people, sex offender registration, and found property), running background checks, driving history, security training for all employees with access to CCIC terminals, placing policies and procedures in place for handling of information received from CBI and the FBI through CCIC.
• Coordinates and oversees administrative office activities and functions such as servicing and maintenance of the telephones, faxes, copiers, and equipment and also maintains and orders all office and departmental supplies and forms.

OTHER DUTIES:
Performs other related duties as assigned by the Sheriff and/or Undersheriff.
The 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.
MINIMUM QUALIFICATIONS:
Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying.

• This position requires good organizational and typing skills, knowledge of computers and one who works well with the public.
• Qualified candidates must establish and maintain effective working relationships with other county employees, representatives of outside agencies and members of the community.

Education, Experience and Licenses:
Education: This position requires a high school diploma, or equivalent, supplemented by additional secretarial, office administration, and accounting course work or any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A college degree is desirable, but not required.
Experience: A minimum of three years of experience in a directly related field or in the performance of similar duties and responsibilities.
Licenses and Certifications: Possession of, or ability to obtain, a valid Colorado Driver's License.
MENTAL ACTIVITIES
Reasoning: Ability to apply common sense understanding to carry out assigned duties, ability to reason with a diversity of cultures and individuals and difficult conditions and often strong and vocal viewpoints.
Logic: Ability to perform basic skills, including organizational and process management, ability to use mathematical skills in traffic accident investigations as well as other reports which require calculations.
Language/Communication: Ability to communicate clearly and concisely orally and in writing, ability to establish effective working relationships with employees, other agencies and the general public, ability to communicate with others under stressful conditions.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:

• Computer software and business applications, including but not limited to: word processing, spreadsheets, presentations software and databases. He or she must be able to communicate clearly and effectively, both orally and in writing.
• Basic accounting and bookkeeping practices and methods including accounts payable, accounts receivable, payroll, and reconciliation.
• Routine software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases.
• Operation of standard office equipment including telephones, fax machines, copiers, and computers.
• Record keeping and reporting procedures.
• Modern office practices and procedures.
• Department and County rules, regulations, policies, procedures, and standard operation procedures.
• Principles, practices, and objectives as related to the functions and services provided by the assigned department or program.

Ability to:

• Operate standard office equipment including telephones, fax machines, copiers, and computers.
• Provide professional customer service to the public, and must be able to communicate clearly and concisely, both verbally and in writing.
• Accomplish a heavy workload in a timely manner and meet established performance standards and objectives, which includes being able to perform data entry, typing, and computer work at sufficient level of skill to accurately complete the work in a timely manner.
• Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
• Provide professional customer service to clients and public.
• Communicate clearly and concisely, both verbally and in writing.
• Perform duties independently without close supervision.
• Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.
• Perform data entry, typing, and computer work at sufficient level of skill to accurately complete a relatively heavy workload in a timely manner.

PHYSICAL DEMANDS:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires frequent moderate lifting/carrying (up to 49 pounds) and occasional heavy lifting/carrying (50 pounds and over). Requires frequent standing, sitting, pushing/pulling, bending/stooping, twisting, kneeling, squatting.
• Ability to conduct activities requiring climbing, stooping, kneeling/bending, crawling, twisting and reaching on a moderate to substantial basis.
• Specific vision abilities required by this job include close vision, distance vision, color vision, depth deception and the ability to adjust focus. Have the ability to see small objects at a distance, to identify objects in low light or bright light, to see movement in a wide field of vision and to see and distinguish close objects, such as in reading detailed documents. Requires full range of peripheral vision to monitor multiple computer systems.
• Requires full range of hearing to monitor multiple radio and telephone systems. Ability to hear and conduct routine conversation and to distinguish various signals, radio transmissions. Have the ability to hear a wide range of sounds, to distinguish type of sound and where it originates.
• Ability to work with hands above shoulder height or arms extended at shoulder height. The employee is required to use hand to finger, handle, grasp or feel objects, tools, or controls, and reach with hands and arms, talking in person and via telephone or radio. This position is occasionally required to stoop, kneel, run or crouch.
• Requires repetitive movement's standard in office-related activities such as typing and sitting and standing.
• May work shifts, holidays, weekends and on-call as needed.

WORK ENVIRONMENT:
The work environment characteristics described herein are representative of those an employee may encounter while performing the essential functions of the job.

• Work is typically performed in a quiet office. That office may (potentially) be exposed to hostile or argumentative clients.
• Occasionally, employee works in outside weather conditions, including temperature extremes.
• The employee is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxins or chemicals.