Senior Office Specialist, Sheriff's Office Stearns County, MN Stearns County, MN

Position Description

Starting: $18.3222/hourly
Full Range: $18.3222- $ 26.8913 /hourly
Grade 11, Non-Exempt Position, Teamsters-General Union

Our Mission: "Provide Exceptional Public Services to Assure a Safe, Healthy, Vibrant County for All"
Our Values: Professional | Approachable | Responsive | Collaborative | Fair & Equitable

Current Assignment: Firearms Permits

Position Objective
To provide support to the department by accepting and processing all purchase and carry firearm applications as well as assisting in records management, data transcription and a variety of other detailed responsibilities to support internal operations. This position is responsible for handling requests for access to government data, gathering and verifying case data, processing information in a variety of electronic and paper-based systems and providing customer service.

Essential Duties and Responsibilities

These examples do not include all possible responsibilities in this position and do not limit the assignment of related duties to this classification.

1. Accepts and processes applications for firearm permits while maintaining organized records of applications both received and processed.
2. Performs transcription and inputs data into various software systems to provide accurate data to be submitted to other agencies, court, or the public when needed.
3. Answers telephone, greets and directs the public to provide responsive customer service.
4. Prepares, reviews, and distributes reports including proofreading and any necessary redaction of information.
5. Accepts and processes various civil papers for service.
6. Assists in the development and ongoing implementation of a consistent records management system and inputs data into Records Management System (RMS) as well as the Permit Tracking System to provide accurate and accessible data.
7. Receives and processes requests for data in accordance with state statutes and county policies and
8. Assists with mortgage foreclosure sales.
9. Monitors Sheriff's Records central email box and responds to requests providing responsive customer service.
10. Organizes and maintains digital narratives, statements and photos to provide accessible data.
11. Attends work in a regular and timely manner.
12. Performs other duties as assigned or apparent.

Minimum Qualifications and Desirable Knowledge, Skills and Abilities

Minimum Qualifications
In order to be considered for this position, applicants must possess the following:

  • High School graduate or equivalent
  • One year post-secondary formal education in secretarial or administrative support or related field and at least two years’ of progressively related experience OR
  • Four years of progressively related experience in secretarial or administrative support or related field
  • Experience using Microsoft Office Suite

Preferred Experience Beyond Minimum Qualifications
: administrative support experience in a law enforcement agency; experience with transcription; data entry experience; working with confidential/sensitive information; working with customers face-to-face and over the telephone; experience handling cash transactions and using Microsoft Excel.

Desirable Knowledge, Skills, and Abilities
1. Knowledge of state and federal rules regulation access to government data.
2. Ability to transcribe and tolerate extremely graphic information, including physical and sexual abuse victims and suspects.
3. Ability to analyze and interpret technical regulations governing access to data.
4. Ability to seek out resources and information.
5. Ability to perform mathematical calculations.
6. Ability to establish and quickly disperse information.
7. Ability to understand and apply legal procedures related to confidentiality.
8. Ability to make decisions in accordance with established procedure.
9. Ability to work independently, but in close proximity of others.
10. Ability to effectively communicate verbally and in writing.

Accountabilities, Work Environment and Extent of Supervision or Guidance Provided

Accountabilities Shared By All Employees
1. Performs job responsibilities in a manner consistent with the County's mission and values.
2. Develops and maintains a thorough working knowledge of all department and County-wide policies, protocols and procedures that apply to the performance of this position.
3. Develops respectful and cooperative working relationships with co-workers.
4. Informs immediate supervisor of all important matters pertaining to assigned job responsibilities.
5. Seeks opportunities for further personal growth and development.
6. Represents the County in a professional manner to all internal and external contacts when doing the County's business.
7. Complies with all rules and policies in order to maintain a safe work environment.

Work Environment and Physical Demands
The primary responsibilities for this position will be performed approximately 100% of the time indoors. May require minimal travel to off-site locations and minimal attendance at evening meetings. Will have infrequent exposure to health hazards and accidents; requires a low level of physical effort.

Extent of Supervision or Guidance Provided
Work is performed under the general supervision of the Office Services Supervisor.

Responsibility for Public Contact

Hours of Work, Testing and Interview Dates

Hours of Work
This position has a normal work schedule of 8:00 a.m. to 4:30 p.m.; may include some hours outside of normal work hours on occasion.

Interview Date
If you are selected to be interviewed for this position, interviews will be held on a date to be determined. Invitations to interview will be sent to the email address listed on the job application and will be based upon an assessment of education and experience. A job specific physical, drug and/or psychological exam may be required before appointment.

If you require special accommodations to participate in the Stearns County hiring process, please contact us at 320-656-3606.

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