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Management Services Administrator


ONEIDA COUNTY

JOB DESCRIPTION

SUMMARY    The Management Services Administrator is responsible to plan, organize, and implement operations and administer a variety of programs in the Administrative Services Division. The Management Services Administrator shall assign and direct subordinates ensuring that all policies and procedures, rules, regulations, orders, employee handbooks, standard operating procedures, and directives are enforced and implemented. The Management Services Administrator shall make independent decisions or recommendations in the hiring, promotion, transfer, discipline or discharge of department employees in accordance with department policies and procedures, employee handbooks, standard operating procedures, Oneida County Code and Wisconsin Statutes. The Management Services Administrator provides highly independent technical assistance and administrative support for the Sheriff and Chief Deputy.

 ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

 Provides technical assistance, information and administrative support services to the Division Command Staff, Chief Deputy, and Sheriff.

Provide direct supervision to the assigned staff in the Management Services Division. 

 Manage division supervisors and counsel personnel as required.  Develop job descriptions, employee objectives, and perform supervisory employee performance evaluations. 

 Performs duties related to confidential personnel matters and grievance processing and prepares reports, exhibits, and monitors deadlines.

 Fiscal responsibilities include overall responsibility for the preparation of invoices, blanket purchase orders, and tracking of the Sheriff’s Office and Civil Service budgets.

 Works with Sheriff, Civil Service Commission, and Labor Relations and Employee Services to prepare post and/or advertise all Civil Service promotions. Provide clerical support and budgetary assistance to Civil Service Commission.

Assist Sheriff and Chief Deputy in development and maintenance of the department budget, evaluate, monitor and analyze expenditures to assure Department administrative goals and policies are met, report budgetary issues to the administration for review.  Manage and monitor grant receivables and prepare documentation for line item transfers.  Act as the liaison for external audit on the bi-annual audits of the Sheriff’s Office.

 Manage the county-wide Records Management System (RMS) and maintain related software functionality.  Demonstrate a strong functional knowledge of the RMS and provide leadership and guidance to Oneida County and other agency employees regarding questions on the software functionality.  Make effective use of team resources in working with other County Departments (including ITS and Land Information) to properly identify and report software warranty items and prepare enhancement requests for the products.

Manage department wide records and provide research, identification of relevant laws, and ensure that all relevant information is considered in reviewing requests for records.  Provide leadership and guidance to the Management Services Division and other divisions as may be required, regarding open records requests by utilizing knowledge and researching Wisconsin State Statutes.  Prepare recommendations when necessary for the final review of the Chief Deputy or the Sheriff.

 Manage crime reporting by providing assistance to the Management Services Division and making data entry decisions regarding crime statistics in accordance with State and Federal requirements. 

Assist as requested as Secretary to the Public Safety Committee recording minutes and preparing information and reports as needed.

 Administer Department wide vendor and supplier programs, and initiate and develop specifications, obtain quotations for equipment and supplies, prepare and send purchase orders, verify shipping information, and invoice accuracy. Monitor and audit vendors, identify concerns, and take actions to correct problems.  Audit and process incoming charges and invoices and prepare the same for payment.

Coordinate, schedule and direct the daily operations of the Management Services Division, including assistance to the Sheriff and Chief Deputy for their scheduled activities, calendar, meetings and other appearances.

 Manage the department telephone system database, program and troubleshoot equipment, determine service needs and maintain contact with telephone company.  Generate telephone usage reports as requested.

 Utilize specialized software to generate security access to law enforcement facilities, issue and delete security cards, manipulate and maintain security system database.

 Collect and sort, prepare, and deliver departmental mail on a daily basis.

 Any other duty as assigned by the Sheriff and Chief Deputy.

 SUPERVISORY RESPONSIBILITY

Performs first level supervision, training, development, and evaluation of the Management Services Division personnel and administer all personnel assigned to the related programs and services.

 On a daily basis, directly supervise the staff assigned to the Management Services Division including but not limited to, determining work procedures, approving time off and work schedules, overtime, and work assignments.

Evaluate tasks, determine work procedures, initiate and develop lesson plans, and train new employees in departmental operations, procedures, rules, regulations and computer operations.

Participate in and conduct regular staff meetings as required.

 QUALIFICATIONS   To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Knowledge of computer software, hardware and accessories.

Knowledge of rules, regulations and procedures of Law Enforcement and Public Safety.

Ability to organize and prioritize work efficiently.

Ability to compile, analyze, record and assemble data and information in a meaningful and effective manner.

Ability to devise methods and procedures for handling unusual or complex situations and assignments.

Ability to keep accurate records and make detailed reports.

Ability to investigate and obtain information, to use that information to reach decisions that are consistent with Oneida County Sheriff policies and procedures and to convey those decisions in an informative yet firm manner.

 EDUCATION and/or EXPERIENCE   

High school degree.

Two-year Associate degree in criminal justice, business, secretarial sciences, or related area and five years secretarial, technical, or administrative assistant work experience in a law enforcement, legal or government environment.

 LANGUAGE SKILLS  

Excellent English verbal and written communication skills.

 MATHEMATICAL SKILLS

Knowledge of and ability to apply accounting principles and procedures.

Good math skills.

REASONING ABILITY  

Ability to evaluate situations and make good independent decisions based on practices, rules and/or procedures. To maintain highest level of confidentiality of personnel functions.

 CERTIFICATES, LICENSES, REGISTRATIONS

Maintain required certifications for CIB/TIME system.

Valid Wisconsin Drivers License with no operating privilege restrictions.