Administrative Coordinator

This position serves as an administrative resource for the Sheriff’s Administrative team and others within the office. This position is expected to be flexible and capable of assisting in every area of the office. The Administrative Coordinator organizes and supports all administrative functions associated with on-boarding and off-boarding personnel, software administration, program administration, and special projects. The work requires a highly skilled administrative professional, adept at nimble learning, who is highly organized and demonstrates excellent written and verbal communication skills, resourcefulness, sound critical thinking, and effective problem-solving.

The confidential nature of work assignments and exposure to sensitive data requires a high degree of discretion and judgment to maintain privacy and ensure only authorized disclosures are made. An employee in this position(s) may be, as part of job duties, be exposed to confidential labor relations information, including management’s position on economic and noneconomic items that have not been presented during the collective bargaining process, personnel data tied to performance, grievances, leaves of absence and operational strategies not yet disseminated.

Employee may also passively or actively participate in meetings with members of the Sheriff’s Admin, Human Resources, LADID task force or other groups as assigned.

Specialization in the various aspects of law enforcement is not necessary, however maintaining an overall understanding of departmental and divisional needs is important to understand and troubleshoot systems being used.

• Provides high level and confidential administrative support to the Sheriff’s Office Administrative Team.

• Coordinates all internal logistics related to on-boarding, transfers, and off-boarding of personnel.
• Developed and maintains exhaustive system of managing role specific checklists necessary for consistent setup and deactivations of employees across numerous systems and in coordination with various departments.
• Actively participates in initial orientation of all new hires. Leads first day orientations in absence of Administrative Manager.
• Maintains multiple databases related to personnel and training.
• Serves as an Agency Administrator and back-up System Administrator for internal recordkeeping systems. Assist in the maintenance of security setup including but not limited to user access rights and code tables within the internal recordkeeping system on both agency level and system-wide.
• Maintains the Master Name Index (MNI) within the county-wide recordkeeping system. Research duplications and errors and provides direction to related agencies, divisions and/or staff.
• Serves as the first point of contact for all questions/comments regarding county-wide recordkeeping system and all ancillary systems. Provides technical assistance to users on both an individual and group basis.
• Troubleshoots and resolves software problems related to internal recordkeeping systems by working directly with the vendor(s) to communicate and address software bugs and/or requests for future enhancements. Documents and tracks problems that are submitted and communicates proposed and final resolutions to users.
• Schedules meetings as directed, securing accommodations and materials, providing attendee notification, coordinating participant involvement, to ensure successful execution. Attends meetings and prepares various meeting agendas and minutes as assigned, ensuring accuracy of the content and distributes to appropriate individuals in a timely manner and maintains the confidential status of all discussion including those related to labor and union-related matters.
• Audits timecards for accuracy in recording and to ensure consistent application all contractual agreements related to wage and special pay across multiple units governed by varying agreements. Reviews all timecards for multiple divisions on a biweekly basis. Works with supervisors and staff to correct identified deficiencies.
• Organizes County Board agenda materials with supporting documents for review; completes required revisions and prepares final documents; enters all materials in board management software in a timely and accurate manner.
• Manages system of tracking all contracts.
• Manages internal and external websites design and updates for Sheriff’s office. Sets permissions to ensure appropriate access level for each employee.
• Serves as an agency liaison and coordinator of special…