Job description

TO BE CONSIDERED FOR THIS POSITION, PLEASE SUBMIT AN APPLICATION AT: JOINMARATHONCOUNTY.COM

Position Summary:

This full-time employee supervises office support activities and staff in the Sheriff's Office Administrative Division and performs responsible legal paraprofessional and administrative support work. Work of this class requires specialized legal skills and knowledge of legal terminology and practices to provide legal, technical, and administrative services for the Office. Work involves file management, researching legal issues, responding to public record requests, applying for and maintaining grants, and completing other legal projects as assigned. Employee in this class exercises considerable discretion and is expected to assume independent responsibility and problem solving with only general guidance and direction from the Administrative Captain. Work is reviewed primarily by adherence to Office procedures, observations, and the quality of the work performed. Work involves contact with the public, attorneys, law enforcement personnel, and other County personnel. This employee is tasked with supervising clerical staff within the Office to ensure that work is completed in a timely and appropriate fashion and ensuring that the office operations and procedures are maintained to ensure the quality of the services provided remains high. The employee is tasked with maintaining the technical and professional knowledge of the clerical staff by ensuring adequate training and educational opportunities are made available to staff related to technology, office, and courthouse operations. Employee performs a wide variety of legal and administrative duties.

Examples of Work Performed:

The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Reviews public record requests for compliance with State Statutes. Redacts items not releasable and responds to public record requests.
• Conducts legal and factual related research and completes other legal projects as assigned.
• Assists Command Staff with writing persuasive letters and informative memos.
• Receives and responds to questions and concerns from other departments, Sheriff's Office staff, and the public, or refers concerns to appropriate person or agency.
• Supervises work activities of administrative staff (6 employees) to ensure the consistent application of technical policies, procedures, and guidelines. Confers with and coaches staff to exchange information and/or explain work policies, procedures, and guidelines. Identifies work-related problems and formulates solutions. Trains new employees.
• Leads employees using a results-focused performance management system that provides a framework to encourage employee contributions and includes goal setting, coaching, feedback, and professional development planning. Assists with hiring, discipline, and retention of employees under the direction of the Administrative Captain and/or Sheriff.
• Ensures team works effectively across divisions and with all business partners.
• Develops solutions to work issues that add value for our customers.
• Participates in establishing professional development goals that are supportive of broader County goals.
• Oversees office support staff who perform computerized cash receipts system, cash accounting, accounts payable, and reconciliation functions.
• Collects and organizes information for use in administrative reports, special projects, budget development and administration, and other management issues.
• Oversees office support staff who monitor inmate debt collections and medical billing and participates in legal collection remedies.
• Completes required reports and paperwork for Sheriff's Office grants; assists in preparing new grant applications or modifications to current grants.
• Maintains and reports statistical data relative to various grants and other program requirements on a timely and periodic basis.
• Assists management staff in preparing department budget and monitoring budget expenses and revenues on a regular basis and coordinates department budget preparation procedures.
• Studies and analyzes administrative procedures. Develops and changes procedures as needed or makes recommendations to management staff as appropriate. Develops related forms, policies, and procedures and leads office support staff in implementing changes.
• Reviews employee time entries to verify coding and accurate interpretation and implementation of labor contracts and office policies and procedures; oversees payroll data entry and completion of all payroll steps by office support staff.
• Maintains regular and predictable attendance; works extra hours as required.
• Maintains confidentiality in all matters involving the Office of the Sheriff.
• Performs other related work as required.

Knowledge, Skills, and Abilities:

• Thorough knowledge of laws, statutes, regulations, legal reference materials, office functions, and record keeping policies.
• Considerable knowledge of legal terminology and business English, spelling, and grammar.
• Skilled in completing basic arithmetical computations, identifying errors, and keeping a variety of accurate records.
• Considerable knowledge of modern office practices, procedures, and efficient clerical processing methods.
• Knowledge of legal research techniques and software.
• Ability to efficiently operate a computer including familiarity with varied internet research, word processing, and database programs including Microsoft Office programs (Word, Excel, etc.)
• Ability to understand and carry out moderately complex oral and written instructions.
• Ability to plan, organize, prioritize, adjust to, and control variations in workload and accomplish a high volume of work without supervision.
• Ability to independently make sound judgments and decisions and solve problems in accordance with general office policy and procedures.
• Ability to recognize exceptions to policies and procedures and seek assistance when needed.
• Ability to exercise discretion in maintaining the confidentiality of legal matters.
• Ability to work without direct supervision and exercise initiative.
• Ability to establish and maintain effective working relationships with office staff, other County employees, attorneys, and the public.
• Knowledge of Generally Accepted Accounting Principles (GAAP) (preferred, but not required).
• Proficient in Microsoft Office applications. Skilled in troubleshooting minor computer software and hardware problems.
• Ability to provide first-line supervision, including providing coaching, feedback, and support for the development of others.
• Ability to advise and provide interpretation regarding applying policies, procedures, and standards to specific situations.
• Ability to communicate effectively both orally and in writing with co-workers, county officials, various County departments, and the public.
• Ability to exercise judgment, decisiveness, and creativity required in situations that require evaluating information to make effective decisions.
• Ability to establish and maintain effective working relationships with other employees, administrators, and the public.
• Skilled in operating a variety of office equipment.
• Ability to provide a positive leadership role model for all employees in a manner consistent with the County's and Sheriff’s Office’s mission, vision, cultural expectations, and core values.
• Ability to contribute to a positive work culture that fosters excellent customer service and teamwork.

Qualifications:

Associate degree in Paralegal Studies from an American Bar Association (ABA) approved program desired. Recent experience with civil court procedures and paralegal work, including the use of computer software and internet for legal research, preferred. Applicants who are currently enrolled in a course of study leading to a paralegal degree combined with other relevant experience may be considered. Previous supervisory experience required. Previous experience in accounting preferred, but not required. Consideration may be extended to other equivalent combinations of education and experience.

TO BE CONSIDERED FOR THIS POSITION, PLEASE SUBMIT AN APPLICATION AT: JOINMARATHONCOUNTY.COM

Job Type: Full-time

Pay: From $58,697.60 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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