Description POSITION: Office Administrator/Information Technologies Support DEPARTMENT: Sheriff WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F JOB CATEGORY: PAT (Professional, Administrative, Technological) DATE WRITTEN: February 2002 STATUS: Full-time DATE REVISED: February 2019 FLSA STATUS: Non-exempt To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Whitley County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship. Incumbent serves as Office Manager/Information Technologies Support for the Whitley County Sheriff’s Department, responsible for supervising office personnel, Department financial and accounting records, providing the County with a functional and secure E911/CAD System, and administering Department computer system.
DUTIES:
Supervises and directs Administrative Assistants, full time and part time, and performs duties in their absence. Performs and assists in interviewing candidates, providing orientation, training, planning and delegating work assignments, evaluating performance and recommending personnel actions, such as promotions, transfers and demotions. Coordinates, administers, builds, and maintains multiple computer systems, performs analysis, installs, researches technical solutions, troubleshoots computer virus and malware quarantine and removal, performs preventive maintenance and repairs of computers, networking computer software, computer hardware, cabling, virtual services, cloud services, printers, telematics and various devices, including, but not limited to, Jail Booking software program, Spillman/Motorola Solutions System, Whitley County Jail database/software/website, E 911/CAD System, mapping system, network domain, and State/Federal systems. Performs daily back-ups. Works closely with contracted vendors of hardware and software. Often has to research alternative software, hardware and other solutions; using ingenuity, creativity, judgment, problem solving skills, and reason to solve or devise new approaches to deal with previously unsolved or novel problems and situations; taking into consideration future consequences. Manages Active 911 systems for all nine County fire departments and EMS. Coordinates new layers for mapping system that are essential to law enforcement personnel. Sets-up and maintains the Mobile Data Terminals in the County squad cars. Incumbent performs inmate record expungements per State statute. Prepares suspect photo line-ups as needed for multiple agencies. Maintains and manages the computerized county employee building access and security system for all county buildings that utilize the system. Serves as Statistical Analyst for the department, preparing statistical reports for federal, state, and local agencies, the public, lawsuits, the media, and software vendors. Creates logins and accounts in department networks and multiple software programs when new employees are hired or responsibilities change. Creates online end-user accounts for multiple online interfaces. Coordinates with state, federal, and online vendors for end-user access and security rights. Responsible for maintaining confidentiality and security of network administrator password, and all user passwords. Extracts data, prepares reports and statistics from software. Researches, purchases and replaces computers as needed, including setup and installation of software, hardware, interfaces and peripherals on new computers. Writes and updates/maintains computer programs. Serves as Administrator of crash reporting system, including processing, proofreading, editing, troubleshooting crash reports and submitting to state. Creates supplemental reports as needed. Install crash reporting software, updates and trouble shoots software, activates and deactivates users and assigns permissions. Serves as Administrator of electronic ticketing and warning system utilized by deputy sheriffs, installs and trouble shoots software and hardware, activates/deactivates users and computers, and assigns permissions. Serves as Administrator for all agency software as required by State Board of Accounts, including installing updates, creating processes, editing, trouble shooting and repairing all aspects of software and hardware. Creates user accounts and assigns user access and permission. Serves as Administrator for department intranet, including assigning user access and permissions, administers department social media, and creates, edits and updates department portion of county website. Serves as Administrator of Sex and Violent Offender program and software, including registering sex offenders and offenders. Researches Sex and Violent Offender laws and rules. Works with deputy sheriff to perform physical address verifications of offenders, and coordinates schedule. Works with multiple state and federal agencies to ensure offenders are complying with laws and rules. Incumbent is certified expert in Indiana Sex and Violent Offender registration software. Serves on 24-hour call and responds to emergencies from off-duty status. Updates phone and voicemail system for new employees for all county offices. Processes “Information” and Affidavit” forms for Whitley County Prosecutor. Prepares multiple annual department budgets for Sheriff’s approval, including preparing and analyzing budgetary reports and making recommendations for adjustments and transfers to multiple budgets. Attends County Commissioner and Council meetings as needed. Processes claims and accounts payable for multiple budgets and agencies, including collection, documentation, and disbursement of funds, compiling financial records, documentation, and fiscal responsibility for department. Coordinates financial records with State Board of Accounts for annual audit. Stays updated with changing technology in E 911/CAD telecommunications, FCC regulations and state laws by attending seminars and training sessions. Assists Matron, including signing checks for Inmate Trust and Commissary as needed. Prepares and processes a variety of civil/criminal documents, including, but not limited to, NoContact/Protective Orders and Warrants, case reports, accident reports, state required meal reports, State Crash Report, Jail reports, federally required Social Security Administration inmate reporting, inmate healthcare claims, and reports for Commissioners and Council. Includes entering data in computer system and filing documents. Prepares press releases regarding accident reports and inmate bookings. Performs information/intranet searches, and researches needed information. Makes travel arrangements. Maintains and updates filing system, orders office supplies, and takes and relays messages. Serves as Grant Administrator for department. Processes payroll for Jail, Sheriff, LOIT, and E 911 employees. Performs a variety of periodic duties, including, but not limited to, processing firearms licenses, taking fingerprints, performing record checks, preparing paperwork for extraditions, registering parolees, expunging inmate records per State statute, and assisting the Matron in Commissary duties. Responds to emergencies on 24 hour basis, and regularly works extended hours. Periodically works evenings and weekends. Periodically travels out of town for training, sometimes overnight. Performs duties of co-workers as required. Performs related duties as assigned.
Requirements
I. JOB REQUIREMENTS: Bachelor’s Degree in Information Systems or Business Management or the equivalent combination of related work experience. A minimum of five (5) years related work experience required. Technical training in Computer Science, Accounting, or a related field required. Ability to meet all Departmental and employer hiring requirements, including passage of a drug test and medical exam. Possession of or ability to obtain and maintain all Departmental and employer require certification/training, including Spillman Administration System Certification, State Crash Reporting, Sex Offender Registry, and E Ticket training. Thorough knowledge of and ability to deal with complex issues, ability to recognize and solve unpredictable issues by using different techniques, ability to research and manage applicable laws according to State and E 911 regulations through training and relevant years of work experience and interpret local policies and procedures of the department. Thorough knowledge of software/computers, computer operating systems, networking, peripherals utilized by law enforcement agencies, including, but not limited to, Spillman Application Administrator system, and Microsoft Office. Thorough knowledge of writing reports, grants, financial statements, claims, budgets, press releases, software instructions, training materials, codes, manuals, directories, procedures, guidelines, and non-routine correspondence. Working knowledge of and ability to use standard office equipment including computer, typewriter, calculator, printer, telephone, fax machine, copier, and vehicle. Working knowledge of standard English grammar, spelling and punctuation, and ability to type with speed and accuracy, and prepare reports. Ability to work under broad, general goals and objectives, and make decisions, contributions and recommendations of major policies, programs, procedures and practices. Ability to read/interpret detailed prints, sketches, layouts, specifications and maps. Ability to supervise assigned staff, including interviewing and hiring, providing training and corrective instruction, communication, administering personnel policies, emergency communications, plan work assignments, establish specific work goals and maintain discipline. Ability to provide public access to, or maintain confidentiality of, department information/records according to state requirements. Ability to comply with all employer/department personnel policies and work rules including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons. Ability to analyze, evaluate, observe, diagnose, and investigate data in preparing and administering budgets. Ability to coordinate, place, make determinations, and take action based on data analysis. Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form. Ability to work alone with minimum supervision and with others in a team environment. Ability to work on several tasks at the same time and work rapidly for long periods often amidst frequent distractions and interruptions, occasionally under time pressure. Ability to apply knowledge of people and locations. Ability to effectively communicate with co-workers, other County departments, inmates, judges, attorneys, auditors, programmers, vendors, grant officials, State of Indiana Departments, Federal departments, the media, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to occasionally be exposed to violent/irate individuals, and respond to situations involving potential harm to self or others. Ability to work weekends, evenings, and extended hours, travel out of town for training, sometimes overnight, and respond to emergencies on a 24-hour basis. Possession of Indiana driver’s license and demonstrated safe driving record. II. DIFFICULTY OF WORK: Incumbent performs duties which are broad in scope and involve intricate variable, often requiring careful and detailed considerations and maintains high standards of accuracy in exercising duties and responsibilities. Incumbent applies county policies and procedures and standard operating procedures in daily operations and individual cases, reviewing unusual situations as needed. Incumbent performs routine duties that require judgement for adapting standard procedures to review and resolve new and compound situations. III. RESPONSIBILITY: Incumbent performs assignments guided by broad policies and/or general objectives and precedents. Incumbent establishes procedures and performance standards and interprets policies, and refers to supervisor when interpretations of departmental policies, programs, expenditures are thought necessary. Incumbent has a high degree of flexibility in the job. Errors in decision or accuracy may result in loss of time and money to department and other agencies. IV. PERSONAL WORK RELATIONSHIPS: Incumbent maintains frequent contact with co-workers, other County departments, inmates, judges, attorneys, auditors, programmers, vendors, grant officials, State of Indiana Departments, Federal departments, the media, and the public, for purposes of exchanging and explaining information, discussion and persuasion, non-routine problem solving, and rendering public service. Incumbent reports directly to Sheriff. V. PHYSICAL EFFORT AND WORK ENVIRONMENT: Incumbent performs a majority of duties in a standard office environment, and in squad cars, involving sitting/standing/walking for long periods, sitting and walking at will, keyboarding, lifting/carrying objects weighing more than as 50 pounds, pushing/pulling objects, crouching, bending, reaching, kneeling, speaking clearly, hearing sounds/communication, grasping/handling/fingering objects, close/far vision, color and depth perception, and driving. Incumbent may work in high places on a ladder, and in confined areas. Incumbent may occasionally be exposed to violent/irate individuals, and may respond to situations involving potential harm to self or others. Incumbent works weekends, evenings, and extended hours, travels out of town for training, sometimes overnight, and responds to emergencies on a 24-hour basis.
