Program Service Assistant, Senior - Sheriff's Office

Dakota County

Hastings (MN)

Hybrid

USD 52,000 - 65,000

Full time

2 days ago

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Benefits offered by this job

Medical, dental, vision benefits

Work-life balance

Paid time off

Eleven holidays

Pension contribution

Hybrid/telework option

Job summary

Dakota County Sheriff's Office is seeking a Senior Program Service Assistant to join the Operations Office in Hastings, MN. The role performs complex word processing and supports various databases and records systems while interacting with the public, inmates’ families, and staff.

Core duties include handling calls, preparing documents, maintaining confidentiality, and assisting with tracking systems. The role is hybrid with standard weekday hours (8:00 a.m.

Qualifications

High School Diploma or GED and 3 years of progressively responsible office support experience.
Associates Degree and 1 year of progressively responsible office support experience.
An equivalent combination of education and progressively responsible office support experience to equal or exceed three years.
Completed degree in Office Administration is a nice-to-have.
Experience in government, law enforcement, law offices, or courts is a plus.
Bilingual skills are desirable.

Responsibilities

Handle phone calls and face-to-face contacts with the public and staff.
Navigate computer databases and records management systems.
Prepare, proofread, and route documents with accuracy.
Maintain security and confidentiality of all records.
Act as first point of contact for program customers and provide referrals.
Utilize various software programs to produce highly visible documents.

Education

High School Diploma or GED

Associates Degree

Equivalent combination of education and experience

Tools

Databases and Records Mgmt Systems

Word Processing

Job description

POSTING TYPE: Open for all qualified applicants

DEPARTMENT: Sheriff's Office

HOURS: Monday-Friday, 8:00 to 4:30

PREFERRED HIRING RANGE: $52,326-$65,408 /annually (Grade 105)

FULL SALARY RANGE: $52,326- $81,760 /annually

LOCATION: Law Enforcement Center, Hastings

UNION: None

CLOSE DATE: 4:30 p.m. on 1029/2026

Senior Program Service Assistants

Senior Program Service Assistants work in Operations in Hastings. Staff in this classification perform complex level word processing duties and the ability to access/navigate various computer databases and record management systems. Staff work with Sheriff's Office personnel, other Law Enforcement Agencies, the public, family members of inmates and have the potential of having occasional inmate contact

Dakota County is currently seeking applicants to fill a Senior Program Service Assistant position to work in the Operations Office of the Sheriff’s Office. The successful applicant will have a positive attitude, be reliable, organized, have excellent client-facing communication skills, and experience working in a fast-paced office. Program Services Assistants must be able to operate effectively with little or no supervision and manage multiple tasks at one time. If you have these skills and experience, we'd be excited to talk with you! Daily staff will work with Sheriff's Office personnel, the public, and family members of inmates.

Who We Are

The Dakota County Sheriff's Office is a place where you can build a career for a lifetime. We will support you and give you meaningful challenges within a culture grounded by personal growth and well-being. We believe in collaboration, growth, diversity, and stability. We hold each other accountable and expect everyone to take an active role in problem-solving and building a culture of hard work and respect. We believe in serving the members of our community by listening, engaging, and collaborating to solve problems and build solutions with dignity and respect. Applicants for this position will be self-starters, honest, ethical, engaging and hold high moral standards. This candidate will be engaging and open to change. In addition, they will seek to solve problems and strive to provide the highest level of customer service possible.

Need to Have Qualifications:

High School Diploma or equivalent (G.E.D.) AND Three years of progressively responsible office support experience.

Associates Degree and One year of progressively responsible office support experience.

An equivalent combination of education and progressively responsible office support experience to equal or exceed three years.

Nice to Have Qualifications:

Completed degree in the Office Administration field.

Progressively responsible programmatic or administrative experience in a government, law enforcement, law office, or courts.

Experience working with diverse populations or customers with limited English proficiency. Bilingual skills are desirable.

Candidates for employment with Dakota County Sheriff's Office must be able to comply with Policy 1043.3 which states that non-offensive tattoos which are visible while working are generally allowed. All tattoos must be approved before allowed to be visible. Tattoos may require covering if they are determined to be unsightly, offensive or a job assignment requires it. Visible tattoos on the ears, head, face, neck or any portion of the hand area are prohibited.

*Pursuant to Dakota County Policy, this position is designated as Safety Sensitive. “Safety-sensitive position” means a position, including any supervisory or management position, in which impairment caused by drug, alcohol, or cannabis use would threaten the health and safety of any person as defined in Minnesota Statutes Section 181.950, subdivision 13.

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

Core Duties of All Senior Program Service Assistant Staff:

Handle phone calls and face to face contacts. Respond promptly to general questions/problems within area of responsibility from the public or Office staff in a helpful, timely, and professional manner.

Demonstrate comprehensive understanding as to matters that should be handled at their level and matters that need to be elevated to supervisory staff or other divisions.

Maintain in-depth knowledge of all support functions within unit or physical location and be prepared to share information with other staff and management when necessary.

Act as first point of contact for program customers or clients and make appropriate referrals and communicate time sensitive information accurately and promptly to appropriate staff.

Use advanced processing functions within a variety of computer applications to design and produce documents that are highly visible and appropriate to distribute to the general public and customers.

Ask specific questions when given a document preparation request to ensure correct format, scope, and quality so that finished product fully meets customer expectations.

Assist in the implementation or testing of tracking system/databases as needed or requested.

Consistently utilize appropriate security measures when handling confidential or sensitive materials.

File hard copy and electronic documents in correct file according to appropriate departmental filing system and follow-up on missing or incomplete files to resolve issue utilizing multiple search techniques.

Answer questions for staff regarding case file preparation, records & department filing procedures in an appropriate and professional manner.

Maintain security and confidentiality of all records and follows data privacy and HIPAA regulations.

Receive, prepare, proofread to ensure accuracy and routing of documents in accordance to department guidelines and regulations.

Charge fees and verify commissions and invoices in accordance with established fee schedules and/or contracts.

ESSENTIAL JOB FUNCTIONS: Duties 1-14 are essential functions.

All PSA staff must be able to perform the core duties listed above, regardless of their work unit. Unit specific duties and expectations in Jail Financial, Quality Control, Warrants, Jail Court Dispositions, and Civil will be reviewed with and assigned to staff upon hire or movement into the unit.

Advanced knowledge of Federal and State Statutes and local ordinances.

Advanced knowledge in the interpretation of court documents and the ability to execute actions within timelines established by laws, rules, and procedures.

Knowledge of legal process in criminal law

Knowledge of legal process in civil law

Advanced knowledge of English Grammar & Composition

Knowledge of basic accounting principles.

Advanced knowledge of Data Privacy Laws

In-depth knowledge of State and Federal guidelines for handling records like: Criminal Histories, Civil Process Records and Prisoner Files (including Medical Records).

Ability to become certified to handle records by the BCA and maintain that certification.

Ability to learn and utilize varied software programs including but not limited to: Word, Excel, Access, Outlook, and PowerPoint, Investigative software.

Proven experience in accessing and navigating various computer databases and records management systems such as: CAD, MGA, PCI, CJN, DVS, Portals, ProPhoenix, Lexipol, TEAM, OneSolution, OnBase, SharePoint, Adobe, Internet Explorer, MN Revenue Recapture.

Ability to communicate with a wide range of socio-economic and professional groups in oral and written form.

Proficiency in Math Skills

Proficiency in Research Skills and Ability to compile statistical data and produce charts, graphs and projections.

Proficiency in Filing and Record Keeping.

Work Environment

Dakota County welcomes and is inclusive of diverse people, backgrounds, and perspectives. The County aims to reflect the community and clients it serves and fosters an equitable and respectful working environment where everyone is empowered to be their authentic selves.

Sedentary office work to include standing/standing for periods of time is performed in a County office building. Frequent wrist and finger manipulation due to high concentration of computer and office work. Light lifting requirement on an occasional basis. Equipment used may include, but is not limited to; computer, printer, scanner, telephone, calculator, copy and fax machines.

Location & Schedule

This is a hybrid position that offers a mix of telework and in-person work at our Law Enforcement Center in Hastings, MN. Work is performed Monday through Friday during regular business hours (8:00 a.m. to 5:00 p.m.).

Benefits