Administrative Assistant - Sheriff's Office

This posting will remain open until filled. First Review of applicants 12/17/24. 

The purpose of this position is to assist the Sheriff in preparing and maintaining the confidentiality of various reports, accounting functions for the departmental budget and other matters, assist the Sheriff with other tasks as assigned.

Basic Performance Expectations of all Todd County Staff

• Serves as a positive example to other County personnel with regard to workplace actions, decisions, work skills, attitude and adherence to workplace policy and procedures.
• Has strong communication and interpersonal skills, is honest, fair and dependable.
• Embodies teamwork and cooperation within and across County departments and with the public.
• Communicates effectively with the Department Head and keeps supervisor apprised of important matters ongoing in the department.
• Respect all colleagues, co-workers, board members and the public and lead those around you to do the same.
• This position requires regular and timely attendance in accordance with the department schedule.
• Performs other duties as assigned or apparent.

The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive. Other duties may be required as assigned. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

• Maintain and update employee payroll information, vacation time, sick leave, compensatory time and overtime.
• Keep sensitive departmental reports in a confidential manner.
• Maintain data flow for maximum efficiency.
• Account for all Sheriff’s fees, maintain accounts receivable for civil process and other fees, receive and disburse funds as required in civil process accounts, make proper receipts and deposit departmental funds in an appropriate and timely manner.
• Assist the public in the proper procedure in presenting civil process for service and advise law firms and citizens of advance fee requirements.
• Maintain accounts payable and be responsible for the prompt payment of department obligations.
• Assist the Sheriff, Chief Deputy and other supervisors by providing timely information to prepare the departmental budget.
• Provide support to the Sheriff and Chief Deputy with salary information and financial impact for labor negotiations in accordance with MS 13.37(c).
• Monitor the availability and quantity of office supplies and departmental forms and reorder as necessary.
• Assist the Sheriff with the budgeting and record keeping of the Water Patrol and Snowmobile Patrol Grants.
• Perform other duties as assigned by the Sheriff or Chief Deputy.
• This position requires regular and timely attendance in accordance with the departmental schedule.
• Any other duties as assigned or apparent.

• Associates/Technical degree with coursework in administrative support, business or related field and three years of office support experience, or equivalent combination of education and experience.
• Must possess and maintain a valid driver’s license or access to transportation.
• Must pass a criminal background check.

Preferred Qualifications

• Must possess knowledge and skills in the areas of accounting and record keeping.
• Must possess the ability to maintain confidentiality of information that is maintained by the sheriff’s department.
• Excellent written and oral communication skills, pleasant phone manner, numerical aptitude, and secretarial skills.  Must be knowledgeable and extremely proficient at operating personal computers and other related equipment, hardware and software.
• Requires the ability to perform basic level of data analysis including the ability to review, classify, categorize, prioritize and/or reference data, statutes and/or guidelines and/or group, rank, investigate and diagnose.  Requires discretion in determining and referencing such to established standards to recognize interactive effects and relationships.
• Requires the ability to persuade, convince, influence, train and monitor, in favor of a desired outcome.  Requires the ability to act as a lead person.
• Requires the ability to utilize a variety of reference, descriptive and/or advisory data and information such as invoices, photographs, reports, forms, files, records, statistical analyses, rosters, manuals, catalogs, procedures, guidelines and non-routine correspondence.
• Ability to communicate orally and in writing with visitors, Department personnel, law enforcement personnel, inmates, Auditor’s staff, and other Sheriff Department personnel.
• Requires the ability to perform addition, subtraction, multiplication, division, calculate percentages, fractions, volumes, ratios and decimals.  Ability to interpret basic descriptive statistical reports.
• Requires the ability to functional reasoning and apply rational judgment in performing diversified work activities.
• Requires the ability exercise judgment, decisiveness, and creativity required in situations involving a variety of pre-defined duties subject to frequent change.

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Salary : $22 - $28