Records Supervisor (Management Assistant I)

About the Department

Position Duties

• (Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential job functions of all positions in the class.) Prepares and authorizes inmates departure and/or arrival to or from custody. Prepares special reports, conducts surveys and collects information on administrative problems, analyzes findings; prepares and recommends solutions; drafts new and revised administrative policies and procedures. Analyzes, monitors and maintains budget/financial reports; prepares budget recommendations after obtaining information from various offices; identifies, corrects or alerts management to problems or errors. Reviews and drafts replies to correspondence. Organizes and maintains personnel, financial, statistical, purchasing and other agency records. Receives, investigates and, if possible, resolves complaints and inquiries from employees or the general public. Establishes work priorities and coordinates them to meet deadlines and ensure an efficient workflow throughout the office. Provides orientation and assistance to new employees in the office to acquaint them with established practices and procedures. Prepares and monitors contracts to ensure they are written correctly; authorizes payments and ensures that terms of the contract are met. Acts as agency liaison with the Office of Personnel concerning various personnel issues. Designs forms and office procedures to facilitate the accomplishment of work activities. Performs related duties as required. KNOWLEDGE, ABILITIES, AND SKILLS Considerable knowledge of the principles and practices of public administration. Considerable knowledge of organization and office management. Knowledge of the methods and techniques of budget preparation and financial reporting methods for capital project management. Knowledge of the department's organization and functions; knowledge of other county offices' functions that impact on departmental operations. Ability to assume responsibility for special assignments and to perform them in accordance with minimal instructions. Ability to develop policies and procedures. Ability to evaluate policies and procedures and to recommend improvements. Ability to establish and maintain effective working relationships with others. Ability to communicate effectively, orally and in writing.

Minimum Qualifications

• EDUCATION: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field EXPERIENCE: One (1) or more years of experience in office management or another specialty area related to the specific position. NOTE: Graduation from an accredited four-year college or university with major course work in public or business administration or a related field may be substituted on a year-for-year basis up to four (4) years for a total of five (5) or more years of experience in office management, correctional records management, or another specialty area related to the specific position. NOTE: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States. For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement. PLEASE NOTE: - The selection process includes a comprehensive background investigation and medical evaluation. -This is a safety-sensitive position and employees in this position are subject to Controlled Dangerous Substance (CDS) and Alcohol testing.
• NOTE: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States.
• For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement.

Other Qualifications

• Preference will be given to applicants who possess the following: 1. Six (6) or more months experience in a lead worker or supervisory position 2. Experience working in a correctional facility, jail, or government agency 3. Experience working in a Records Section or Department

Benefits

• Medical/Health Insurance Plans BlueChoice Advantage EPO BlueChoice Advantage PPO Dental Insurance CIGNA Dental PPO (Buy-Up) CIGNA Dental PPO (CORE) CIGNA Dental HMO (DHMO) Vision Insurance EyeMed Employee Life Insurance Term insurance of up to 2 times salary ($100,000 maximum) for employees at no cost. Ability to purchase Supplemental & Dependent Life Insurance Disability Income Insurance Pension Plan Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan. Deferred Compensation Section 457 Plan Direct Deposit Credit Union Holidays Twelve days provided per year, thirteen in general election year Annual Leave Less than 3 years - 13 days 3 to less than 15 years - 20 days 15 years or more - 26 days Disability Leave Accrual at a rate of 15 days a year Personal Leave Day, 5 per calendar year Leave Sharing Employee Assistance Program Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care Flexible Spending Accounts Dependent Care Reimbursement Health Care Reimbursement Voluntary Benefits Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction Universal Life Insurance with Long Term Care Rider United Legal Benefits
• Medical/Health Insurance Plans BlueChoice Advantage EPO BlueChoice Advantage PPO
• BlueChoice Advantage EPO
• BlueChoice Advantage PPO
• Dental Insurance CIGNA Dental PPO (Buy-Up) CIGNA Dental PPO (CORE) CIGNA Dental HMO (DHMO)
• CIGNA Dental PPO (Buy-Up)
• CIGNA Dental PPO (CORE)
• CIGNA Dental HMO (DHMO)
• Vision Insurance EyeMed
• EyeMed
• Employee Life Insurance Term insurance of up to 2 times salary ($100,000 maximum) for employees at no cost. Ability to purchase Supplemental & Dependent Life Insurance
• Term insurance of up to 2 times salary ($100,000 maximum) for employees at no cost.
• Ability to purchase Supplemental & Dependent Life Insurance
• Disability Income Insurance
• Pension Plan Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.
• Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.
• Deferred Compensation Section 457 Plan
• Direct Deposit
• Credit Union
• Holidays Twelve days provided per year, thirteen in general election year
• Twelve days provided per year, thirteen in general election year
• Annual Leave Less than 3 years - 13 days 3 to less than 15 years - 20 days 15 years or more - 26 days
• Less than 3 years - 13 days
• 3 to less than 15 years - 20 days
• 15 years or more - 26 days
• Disability Leave Accrual at a rate of 15 days a year
• Accrual at a rate of 15 days a year
• Personal Leave Day, 5 per calendar year
• Leave Sharing
• Employee Assistance Program Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care
• Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care
• Flexible Spending Accounts Dependent Care Reimbursement Health Care Reimbursement
• Dependent Care Reimbursement
• Health Care Reimbursement
• Voluntary Benefits Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction Universal Life Insurance with Long Term Care Rider United Legal Benefits
• Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction
• Universal Life Insurance with Long Term Care Rider
• United Legal Benefits

Supplemental Questions