Sheriff's Office Administrator

GRADE 2117
Pay Range $53,768 - $78,478

General Description

The purpose of this job is to provide broad administrative and supervisory support for the Kent County Sheriff’s Office, the elected Sheriff, and the Chief Deputy including personnel, payroll, and office management. This position works under general supervision of the Sheriff and Chief Deputy, independently developing work processes and procedures to ensure the efficient and effective administration of the Office.

Duties & Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions as necessary.

  • Supervises, coordinates, and assigns routine work and special assignments.
  • Ensures that supervised personnel receive appropriate training and instructions. (Currently supervising two administrative support professionals)
  • Conducts annual performance reviews; provides routine supervision, encouraging and coaching staff as necessary; maintains a positive culture in the office; ensures assigned staff are accountable for meeting expectations of the Sheriff and Chief Deputy.
  • Reviews daily work for completeness and accuracy and makes corrections where necessary.
  • Acts as a liaison between the Courts, attorneys and public, including but not limited to explaining office policies and procedures to stakeholders and by ensuring the Office complies with Delaware state law and Kent County Codes.
  • Promotes an attitude of dedication to excellent public service and ensures that external and internal customers are provided the highest quality of service.
  • Prepares varied and complex departmental documents, records, reports, and forms requiring extensive knowledge of programs, policies and procedures. Initiates reports and other documents based upon knowledge of department operations and reporting requirements, and in conformance with established deadlines.
  • Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval
  • Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment.
  • Processes invoices for payment and is responsible for departmental purchasing records and related documents
  • Assists with preparation of the department’s annual budget; inputs budget information; tracks office spending; enters budget adjustments; produces budget reports
  • Maintains records of expenditures and reconciles accounts
  • Performs research on policies, rules and regulations
  • Maintains calendar for departmental management; schedules meetings and appointments; makes necessary travel arrangements; prepares and distributes agendas; and obtains requested audiovisual equipment.
  • Enters information into departmental programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate. Research information from databases and incorporates into reports, summaries, and other assignments.
  • Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures and mailing lists.
  • Performs payroll duties; monitors timesheets for accuracy; adjusts pension codes and corrects coding for employees; ensures entries are correct.
  • Receives incoming shipments and records items received; verifies accuracy of shipment.
  • Answers telephones, provides assistance, requests documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail; prepares outgoing correspondence.
  • Prepares folders; maintains files of departmental correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.
  • Maintains confidential records including employee personnel files within the Department
  • Performs related work as required.

Additional Requirements

Thorough knowledge of office terminology, procedures and equipment and of business arithmetic and English; excellent word processing skills; good knowledge of elementary bookkeeping; ability to take and transcribe dictation may be required; ability to follow complex oral and written directions; demonstrated ability to maintain complex clerical records and prepare reports from such records; ability to make decisions in accordance with ordinances, regulations and established policies where errors could easily result in additional costs to the County; ability to make relatively complex mathematical computations rapidly and accurately; ability to plan and supervise the work of others; good judgment; willingness and ability to adapt to new office procedures as required; working knowledge of computers and office applications; regular and timely attendance; performance of duties in a safe manner. Must pass testing for substance abuse and criminal background investigation. Must maintain a positive work environment by acting and communicating in a manner that promotes harmonious relations with customers, co-workers, and supervisors. Direct deposit of pay required.

Physical Demands

The physical demands described here 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.

  • The physical demands described here 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. This is primarily a sedentary office classification although standing in and walking between work areas may be required.
  • Occasionally lifting of objects up to 25 pounds.
  • Ability to read printed materials and a computer screen.
  • Ability to communicate in person, before groups, and over the telephone.
  • Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator.
  • Ability to bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential Functions are regularly performed without exposure to adverse environmental conditions.

Special Certifications and License Requirements

Notices

Kent County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), Kent County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is an employment at-will position.

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