Job Descriptions

The statements contained in the job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

To view job postings for open vacancies, please refer to the following link: Job Openings at St. Clair County.

Title: Administrative Services Coordinator
Department: Sheriff Updated: 02/2018
Division: Corrections FLSA Status: Non-Exempt
Bargaining Unit: CANUE Wage Range: Not Available
POSITION SUMMARY:

The Administrative Service Coordinator is a non-supervisory professional position providing confidential executive level administrative support and assistance to the Sheriff, Undersheriff and Jail Administrator.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Maintains confidential records related to personnel management activities and issues.  Performs a variety of highly complex clerical tasks requiring detailed knowledge of the law enforcement and corrections aspects of the criminal justice system.
  • May assist Command Staff with various other administrative functions. 
  • The position is highly responsible, complex and requires confidentiality of all matters not deemed to be public information.
  • Wide leeway is allowed for the exercise of independent judgment. 
  • Assists with the research and preparation of major reports and documents including the budget, policies and procedures, and other materials. 
  • Serves as a liaison between the Sheriff, Undersheriff, Jail Administrator and departmental personnel.
  • Create and maintain department employee personnel records.
  • Review, verify and input bi-weekly employee payroll.
  • Assist in coordinating the hiring process according to the standards required by the Michigan Commission on Law Enforcement Standards.
  • Support Sheriff’s Office Administration in achieving the department’s overall objectives under established department policies and guidelines.
  • Develop and maintain working relationship with other governmental, community and other professional agencies and/or individuals that interact with the Corrections Division.
  • Meet with contracted service providers as needed to address quality assurance issues and resolve areas of concern.
  • Maintain through working knowledge of and comply with applicable county personnel policies and applicable Collective Bargaining Agreements, Affirmative Action and Equal Opportunity programs and applicable Federal, State and Local laws.
  • Responds to staff inquiries regarding personnel and administrative procedures and serves as a liaison with the Human Resources Department. 
  • Maintain through working knowledge of and comply with applicable standards and laws, etc. regarding the treatment of prisoners and their rights. 
  • Attend meetings for the purpose of increasing professional knowledge, and conveying and/or gathering information required to perform functions.
  • Participate in outside training, meetings and boards.
  • Collaborate with a wide variety of internal and external parties to obtain proper clearance into the secured confines of the building.
  • Maintain a wide variety of (including highly confidential) files and electronic materials for the purpose of providing up-to-date references and documentation in compliance with government regulations and department requirements.
  • Issue and coordinate all electronic key scans for the operations of the facility including Sheriff’s Office staff, Day Treatment Night Watch Staff, Central Dispatch Authority and other county departments that have operational needs in the facility.
  • Issue Sheriff’s Office identification cards for all newly hired staff, title changes and if needed replacements.
  • Order operational specialized equipment for secured area of the facility.
  • Other duties as assigned.
SUPERVISION RECEIVED:

Work is performed under the direction of the Sheriff with direct supervision by Undersheriff and Jail Administrator.

SUPERVISORY RESPONSIBILITIES:

May exercise occasional narrowly defined leadership to the employees of the Sheriff’s Office when directed by the Sheriff, Undersheriff or Jail Administrator.

 

EXPERIENCE, SKILLS, EDUCATION:
  • Associates degree with a major in Business Administration or a closely related field required; Bachelor’s degree preferred.
  • 3-5 years of progressively responsible professional level experience in a modern office environment performing complex administrative secretarial and analytical work required; experience in a municipal or correctional facility preferred.
  • An equivalent combination of relevant professional work experience supplemented by technical training, college coursework and/or certification may substitute for education requirement.

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.         

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgement and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

 

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         Ability to demonstrate predictable, reliable, and timely attendance.                

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgement.                                                                      

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.               

 

CONDITIONS OF EMPLOYMENT:

·         Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.

·         Possess a valid State of Michigan Operator’s License, an operable insured automobile for authorized travel, and maintain eligibility to drive as per the County’s vehicle policy and the Sheriff’s Office policies and procedures throughout employment in this position.

·         Successfully complete an annual criminal background check in order maintain satisfactory personal qualifications, maintain jail security clearance, LEIN certification and complete required training as mandated by the department and state regulations.

  • Willingness to further credentials by attending additional education, training and workshops.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to:

While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m.

·         Generally works in a normal office environment. 

·         The noise level in the work environment is moderate with many interruptions.

·         Work occasionally is performed within the restricted and confined areas of the jail.

·         Work involves an element of risk in the event of a breach of security.

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

                                                                                                  


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.

 



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Contact Information

Human Resources
200 Grand River Avenue, Ste. 206
Port Huron, MI 48060

Phone: (810) 989-6910
Fax: (810) 985-3493
Email: Human Resources