Administrative Specialist - Civil Division

Pennington-County,-Sd; Rapid City (SD); On-site; USD 42,000 - 62,000; Full time

Job summary

Pennington County Sheriff's Office is seeking an Administrative Specialist to meet the department's administrative needs. This role works independently on projects and must handle confidential matters with discretion under pressure.

Essential duties include providing information and administrative support to department leadership, preparing reports and documents, managing contracts and grants, payroll processing, equipment management, and training administrative staff.

Qualifications

• High School Diploma or GED required.
• Five or more years of related administrative experience.
• Valid driver’s license required.
• Proficiency with Microsoft Office and standard office equipment.

Responsibilities

• Provides general information and administrative support to department leadership.
• Prepares correspondence, reports, contracts, legal notices, bidding packets, and other documents.
• Tracking and maintaining all files related to contracts and grants.
• Manages all files, policies and procedures for department.
• Responsible for voucher and payroll processes.
• Maintain, order, and distribute department equipment.
• Provides leadership and training to administrative staff.
• Perform related duties as assigned by supervisor.
• Maintain compliance with all policies and procedures.

Skills

Administrative Support

Confidentiality

Data entry

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

The Administrative Specialist is primarily responsible for meeting the administrative needs for the department. This position will have the ability to work independently on projects and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion.

Essential Functions:

• Provides general information and administrative support to department leadership.
• Prepares correspondence, reports, presentations, contracts, legal notices, bidding packets, commission agenda items, and other documents for the public, and various county and non-county agencies.
• Tracking and maintaining all files related to contracts and grants.
• Manages all files, policies and procedures for department.
• Responsible for voucher and payroll processes.
• Maintain, order, and distribute department equipment.
• Provides leadership and training to administrative staff.
• Assume duties of Administrative Assistant position in their absence.
• Perform related duties as assigned by supervisor.
• Maintain compliance with all company policies and procedures.

ADDITIONAL DUTIES in support of County Sheriff's Office Law Enforcement Civil Division Essential Functions

• Set up and return civil processes, executions, distress warrants, foreclosures and protection orders, correcting account errors, preparing invoices, issuing checks and assisting with month-end balancing.
• Assist with customer billing issues and collection of past-due accounts.
• Enter Protection Orders into database.
• Verify monthly NCIC validation report.
• Serve as point of contact for Central Square Civil and Protection Order module issues, building reports and custom forms as needed.

This position specification should not be construed to imply that these requirements are the exclusive duties of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required.

Education and/or Experience Required:

• High School Diploma or GED.
• Five or more years of related experience.
• Possession of or ability to attain a valid driver’s license.
• Ability to operate standard office equipment and a computer with working knowledge of computer and software applications, including Microsoft Office programs.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards.
• Must be able to lift and carry up to 25 pounds.
• Must be able to talk, listen, and speak clearly on telephone and in-person.

Working Environment:

• Work is performed in an office setting where noise and interruptions often occur.
• Depending on setting, office setting may be located within a secure setting.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards.
• Must be able to lift and carry up to 25 pounds.
• Must be able to talk, listen, and speak clearly on telephone and in-person.