Executive Support Supervisor - Community Corrections

Olmsted-County,-Mn; Minnesota; On-site; USD 72,000 - 120,000; Full time

Job summary

Olmsted County in Minnesota seeks a senior administrative professional to support the Director and Associate Director of Dodge & Olmsted Community Corrections. The role involves overseeing administrative programs, developing policies, supervising staff, and coordinating services across two County locations.

The position requires a Bachelor’s or Associate’s degree with relevant experience or a combination that meets five years in a similar role, plus strong communication and budgeting skills.

Qualifications

• Bachelor’s degree in Business Administration or related field with 1 year of experience in a similar role.
• Associates degree in business/administrative field with 3 years of experience in a similar role.
• Combination of education and experience equivalent to five years in a similar role.

Responsibilities

• Provides general administrative assistance to the Director and Associate Director.
• Creates and updates department plans, policies and procedures.
• Supervises administrative staff and coordinates services across two County locations.
• Manages calendars, meeting logistics, travel arrangements, and record-keeping.
• Coordinates purchasing, invoices, and budget monitoring.
• Serves as liaison to other agencies and County departments.
• Maintains records, reports, correspondence and department communications.
• Oversees department data systems and ensures data access compliance.
• Helps with interdepartmental collaboration with Courts, Law Enforcement and Social Services.

Skills

Leadership

Communication

Budget management

Data analysis

Interdepartmental coordination

Education

Bachelor's degree in Business Administration

Associate's degree in business/administrative field

Five years of related experience

Tools

Office software

Data systems

Job description

Expected starting salary is $34.62 to $46.23. Full salary is $34.62 to $57.83

Bachelor's degree from an accredited college or university in Business Administration or related field and one (1) year of experience in a similar position as listed in the work functions

OR

Associates degree from an accredited college in business, administrative assistant or related field and three (3) years of experience in a similar position as listed in the work functions.

OR

Combination of education and experience equivalent to five (5) years of experience in a similar position as listed in the work functions.

Regular and reliable attendance is a necessary component of job/position. Individuals required to use County vehicles and equipment must have a valid driver's license and be free of any major traffic violations for the last three (3) years.

Under general supervision, provides general administrative assistance to the Director and Associate Director of Dodge & Olmsted Community Corrections, carries out special projects, assists in handling internal communications and serves as a liaison to other departments. Creates and makes changes to department plans, policies and strategies as part of the management team; assists in the development of internal procedures and systems to increase the overall efficiency of the administration of service delivery. Supervises administrative support staff and coordinates supportive services across the two County jurisdiction. Oversees administrative programs, policies and procedures.

• Leads individuals and teams, builds and maintains engagement, and nurtures a culture of growth to promote a work environment where every employee can reach their full potential.
• Recommends hiring, promotions, and assignments for team members, and provides regular and timely feedback. Manages employee performance, documentation, and disciplinary actions.
• Researches, analyzes data and provides relevant information and materials required to facilitate administrative management decisions and may make recommendations.
• Acts as liaison and department representative for other agencies and County departments in two County office locations.
• Schedules, coordinates and facilitates meetings, conferences, and events. Creates and coordinates agendas and materials for the Director and/or Associate Director. Attends meetings with the Director and/or Associate Director and keeps detailed records of meetings including minutes. Maintains calendars for senior management and makes travel arrangements as necessary.
• Develops, recommends changes and implements efficiencies to internal policies and procedures to facilitate the functions of the department.
• Develops and maintains records, files, polices and manuals for the department. Applies records retention and destruction procedures.
• Creates correspondence, presentations, compiles reports and other communications on behalf of the Director, Associate Director, and/or department.
• Creates and makes changes to department plans, policies and strategies.
• Serves as the initial point of contact for non-routine inquiries from agencies, other departments, and members of the public requiring information or assistance from the department.
• Coordinates the purchasing of supplies and equipment. Evaluates invoices, approves payments and monitors budget expenditures.
• Coordinates fees collection and monitors adherence to related policies.
• Manages department-specific data systems and programs and oversees staff compliance around data access rules and facilitates necessary audits.
• Oversees the delivery of administrative services that support our probation work including supervising staff who provide those direct client services.
• Collaborates with Courts, County Attorney, Law Enforcement, Social Services to streamline functions between departments especially as it relates to our technologies, our administrative processes and the probation support programs.
• Plans and coordinates the flow of work through Corrections Support Services.
• Provides basic computer and office equipment technical support to department users.
• Serves on various committees and represents the department as assigned.

• Thorough knowledge of department programs, policies, procedures and nature of business
• Thorough knowledge of office practices, procedures and equipment
• Skill in collaboration and establishing strong collegial relationships and managing conflict effectively
• Skill in the use of basic business math
• Skill in the preparation of correspondence and reports
• Skill in the use of computers and technology
• Skill in verbal and written communication
• Knowledge of criminal justice system and related best practices
• Ability to understand and follow complex oral and written instructions
• Ability to perform moderately complex administrative tasks and to plan and organize work efficiently
• Ability to effectively relate to and communicate with a wide range of individuals
• Ability to effectively gather, analyze and explain information clearly, correctly and accurately
• Ability to make decisions in accordance with precedents and regulations and to apply these to work situations
• Ability to maintain complex records and to prepare detailed reports
• Ability to research and assess technological advances in office systems and record keeping
• Ability to maintain confidentiality
• Ability to manage a budget
• Ability to work on multiple projects concurrently
• Ability to supervise staff and conduct performance evaluations
• Ability to adapt to changing circumstances, think independently and communicate effectively

Persons with disabilities: the above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties.

Physical Demands and Work Environment:In compliance with Americans with Disabilities Act, the following represents the Physical and Environmental Demands:

An Equal Opportunity Employer