Administrative Services Coordinator - Emergency Support Services

Job Description

This position provides administrative, fiscal, and grant coordination support for the Sheriff's Office Emergency Support Services division, including Emergency Management and Emergency Communications. This position also provides administrative support to the Sheriff and Sheriff's Office command staff, and serves as liaison for department projects, communications, and operational coordination.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Processes invoices, journal entries and all accounts payable for the Office. Processes incoming funds and deposits for the Office in conjunction with the Financial Associate II.
• Manage grants for the Emergency Management and Emergency Communications divisions. This includes working on applications, monitoring finances, reporting and closeout of all grants.
• Create financial reports as needed or requested by Sheriff's Administration.
• Responds and processes inquiries from Law Enforcement, First Responder Agencies, municipalities, off-site facilities, state and local agencies, fellow co-workers and the public, to include open records requests.
• Organizes meetings for St. Croix County Local Emergency Planning Committee (LEPC) and Office meetings. This includes developing agendas, minutes and meeting announcements.
• Provides administrative and management support services to the Sheriff and Sheriff's Command Staff.
• Assists in the planning, organizing, implementing, scheduling, financial reporting of Emergency Management exercises for area first responders, local municipalities and school districts.
• Orders and maintains office supplies for the Office.
• Assists Support Services Captain and Sheriff's Office Command Staff as directed during emergency events.
• Serves as a point of contact for Office projects. Coordination and acts as liaison between programs and systems, and participants or end users.
• Updates and maintains department files, records, plans, mailing lists, and other related documents.
• Prepares professional internal and external communication such as letters, newsletters, brochures, newspapers, minutes, social media, website, mass communications, etc. as related to the Office.
• May act as receptionist or point of contact for the Office.
• Other duties as assigned.

This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes.

• Ability to provide effective, accurate, and credible testimony in a court of law.
• Knowledge of and ability to interpret applicable federal, state, county, and local laws, rules, ordinances, policies, procedures, and practices related to the responsibilities of the Office.
• Knowledge of local government organization, departmental functions, and operating requirements.
• Ability to perform detailed work accurately and independently, in compliance with stringent time limits, with minimal direction or supervision.
• Ability to prioritize and manage a high volume of work while adapting to frequent and changing priorities.
• Ability to maintain accurate, clear, and legible notes and records.
• Ability to establish and maintain effective working relationships with others.
• Ability to analyze research data and prepare clear organizational and functional reports.
• Ability to prepare clear, concise, and accurate written communications, including reports, correspondence, and documentation tailored to the audience's needs.
• Knowledge of standard office procedures, practices, equipment, and software, including the operation of multi-line telephone systems.

This section outlines the communication abilities necessary for effective performance. These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner.

• Ability to communicate effectively in English, both verbally and in writing, with a wide range of individuals, including the public, colleagues, and supervisors.
• Ability to read, interpret, and apply information from complex documents such as laws, regulations, policies, procedures, and reports.
• Ability to engage with the public, handle inquiries, resolve conflicts, and build positive relationships with a diverse population.

Ability to perform accurate arithmetic calculations related to accounts payable, receivables,…