Office Manager - Sheriff's Office

Job Description

Under the direction of the Director of Records and Technology Services, the Office Manager is responsible for supervising a group of Records staff from entry-level to experienced professionals. The Officer Manager is responsible to ensure efficient workflows are maintained providing compliance with applicable laws, departmental policies, and best practices.
This is a full-time benefited position working out of the Fillmore Complex in West Olive, Michigan. Travel to other County locations as needed. Typical working hours are Monday-Friday 8:00am-5:00pm.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Responsible for researching, analyzing, and processing public records requests and coordinating the collection, review, and production of records under the Michigan Freedom of Information Act (FOIA).
• Ensuring compliance with the law, timelines and fees pertaining to FOIA, Sex Offender Registry, Licenses to Purchase firearms, and LEIN requirements.
• Training and guiding staff in the application of FOIA exemptions to specific requests in determining portions of records that are not subject to release.
• Training staff to apply various laws, such as conviction set-asides, crime victim’s rights, and HIPAA, to determine proper response to: requests from the public; requests from other criminal justice agencies; subpoenas for records.
• Monitors, reviews, and interprets federal and state laws, and regulations which relate to functions of the Records Unit.
• Maintains records and works within Sheriff’s Office databases to ensure proper disposal in accordance with record retention policies.
• Oversight for Sheriff’s Office data sharing with the Michigan Incident Crime Reporting (MICR) section of the Michigan State Police.
• Provides training and establishes workflows to assist Records Clerks with:
  • MICR reporting requirements in criminal records data entry and processing.
  • Sex Offender Registry reporting and verification requirements.
  • License to Purchase firearms application processing, background checks, and registration requirements.
  • Abandoned Vehicle entry and auction management.
  • Proper access and retention of sensitive records.
  • Customer service procedures in all aspects of the Records Unit.
• Collaborates with System Administrators in establishing the proper use and configuration needs for our Law Enforcement Records Management System.
• Works independently, effectively, and efficiently at a high-performance level with minimal supervision.
• Provides exceptional customer service both in-person and on the phone to internal and external customers.
• Performs other functions as assigned.

Required Education, Training and Experience

Associates degree required; Bachelor’s degree preferred. Five years of experience in law enforcement records, as well as two years of supervisory experience, or an equivalent combination of education, training and experience.
Licenses and Certifications
Required to become LEIN certified. May be required to perform duties of a ‘FOIA Coordinator’ or ‘Assistant FOIA Coordinator’ as described in the Michigan Freedom of Information Act.

Additional Requirements and Information

Required Knowledge, Skills and Experience:

• Thorough working knowledge of records management and continuous improvement principles and practices.
• Proficient and able to clearly communicate in the English language verbally and in writing, including spelling, grammar, and punctuation.
• Excellent organizational skills and the ability to prioritize the workload.
• Ability to interact positively and professionally with law enforcement officers, corrections officers, and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.
• Good working knowledge of the Michigan Freedom of Information Act.
• Good working knowledge of the Michigan Incident Crime Reporting requirements.
• Prefer at least 5 years of law enforcement records experience, with progressing levels of responsibility.

Job Description

Under the direction of the Director of Records and Technology Services, the Office Manager is responsible for supervising a group of Records staff from entry-level to experienced professionals. The Officer Manager is responsible to ensure efficient workflows are maintained providing compliance with applicable laws, departmental policies, and best practices.
This is a full-time benefited position working out of the Fillmore Complex in West Olive, Michigan. Travel to other County locations as needed. Typical working hours are Monday-Friday 8:00am-5:00pm.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Responsible for researching, analyzing, and processing public records requests and coordinating the collection, review, and production of records under the Michigan Freedom of Information Act (FOIA).
• Ensuring compliance with the law, timelines and fees pertaining to FOIA, Sex Offender Registry, Licenses to Purchase firearms, and LEIN requirements.
• Training and guiding staff in the application of FOIA exemptions to specific requests in determining portions of records that are not subject to release.
• Training staff to apply various laws, such as conviction set-asides, crime victim’s rights, and HIPAA, to determine proper response to: requests from the public; requests from other criminal justice agencies; subpoenas for records.
• Monitors, reviews, and interprets federal and state laws, and regulations which relate to functions of the Records Unit.
• Maintains records and works within Sheriff’s Office databases to ensure proper disposal in accordance with record retention policies.
• Oversight for Sheriff’s Office data sharing with the Michigan Incident Crime Reporting (MICR) section of the Michigan State Police.
• Provides training and establishes workflows to assist Records Clerks with:
  • MICR reporting requirements in criminal records data entry and processing.
  • Sex Offender Registry reporting and verification requirements.
  • License to Purchase firearms application processing, background checks, and registration requirements.
  • Abandoned Vehicle entry and auction management.
  • Proper access and retention of sensitive records.
  • Customer service procedures in all aspects of the Records Unit.
• Collaborates with System Administrators in establishing the proper use and configuration needs for our Law Enforcement Records Management System.
• Works independently, effectively, and efficiently at a high-performance level with minimal supervision.
• Provides exceptional customer service both in-person and on the phone to internal and external customers.
• Performs other functions as assigned.

Required Education, Training and Experience

Associates degree required; Bachelor’s degree preferred. Five years of experience in law enforcement records, as well as two years of supervisory experience, or an equivalent combination of education, training and experience.
Licenses and Certifications
Required to become LEIN certified. May be required to perform duties of a ‘FOIA Coordinator’ or ‘Assistant FOIA Coordinator’ as described in the Michigan Freedom of Information Act.

Additional Requirements and Information

Required Knowledge, Skills and Experience:

• Thorough working knowledge of records management and continuous improvement principles and practices.
• Proficient and able to clearly communicate in the English language verbally and in writing, including spelling, grammar, and punctuation.
• Excellent organizational skills and the ability to prioritize the workload.
• Ability to interact positively and professionally with law enforcement officers, corrections officers, and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.
• Good working knowledge of the Michigan Freedom of Information Act.
• Good working knowledge of the Michigan Incident Crime Reporting requirements.
• Prefer at least 5 years of law enforcement records experience, with progressing levels of responsibility.

This position will receive a generous paid time off package which includes 17 days of vacation/floating holiday/sick days in your first year, (32 days of vacation/floating holiday/sick days after your first year) plus 8 paid holidays!
This position is benefited and is subject to the Unclassified group manual.
Ottawa County offers a wide range of benefits to support you in your career. View the Unclassified Benefits Summary (Download PDF reader) for more information.
The current Unclassified group manual can be viewed here. (Download PDF reader)
The Ottawa County Universal Wage Scale can be found here. (Download PDF reader)