Administrative Services Coordinator - Emergency Support Services

POSITION SUMMARY: 
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.  

ESSENTIAL FUNCTIONS:
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.

KNOWLEDGE, SKILLS AND ABILITIES   
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.

LANGUAGE SKILLS   
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.

MATHEMATICAL SKILLS 

• Ability to perform accurate arithmetic calculations related to accounts payable, receivables, deposits, and grant expenditures. 
• Ability to reconcile financial records, track budgets, and verify balances for multiple funding sources. 
• Ability to prepare and review financial reports, summaries, and spreadsheets to ensure accuracy and compliance with established requirements. 
• Ability to understand, apply, and monitor basic accounting principles and financial guidelines related to department grants and departmental operations.  

REASONING ABILITY 
This section outlines the cognitive skills required to perform the job effectively.  This includes the ability to apply logic, make decisions, solve problems, and understand complex information.  

• Ability to understand, interpret, and effectively carry out verbal and written instructions, policies, procedures, general correspondence, and applicable federal, state, and local regulations.
• Ability to define problems, analyze facts, exercise sound judgment, and arrive at appropriate conclusions in a variety of situations.
• Ability to think quickly, maintain self-control, and adapt effectively in stressful or time-sensitive situations.
• Ability to exercise discretion and maintain confidentiality regarding business-related files, records, reports, and conversations, in compliance with open records laws and applicable State and Federal Statutes and Regulations.
• Strong organizational, time management, and attention-to-detail skills necessary to work accurately, meet deadlines, and maintain accurate and concise records and reports.
• Ability to apply good judgment and effectively solve problems independently and collaboratively.

PHYSICAL AND WORK ENVIRONMENT: 
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.   

PHYSICAL REQUIREMENTS 

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, using hands to handle, feel, and perform fine motor skills and repetitive motions, and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms overhead or below the waist.
• Sufficient vision to perform tasks such as reading documents, operating vehicles, or working with detailed data. 
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Ability to hear and understand speech at normal levels for tasks such as communicating with the public, colleagues, or over the phone. 
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work is generally in a moderately noisy location (e.g. business office, light traffic). 

WORK ENVIRONMENT 

• Work is primarily in an office setting, with exposure to field conditions during emergencies or drills. May encounter extreme weather, environmental hazards, or other stressful conditions during emergency events. 
• May require working extended hours during emergencies or drills. 

MINIMUM QUALIFICATIONS: 

EDUCATION AND EXPERIENCE REQUIREMENTS 

• Associate’s degree in business administration, accounting, finance, public administration, emergency management, or a closely related field.
• Minimum of three (3) years of administrative experience, including experience supporting office and financial processes. 
• May consider other relevant combinations of education and experience that provide equivalent knowledge, skills, and abilities to successfully perform the essential duties of this role.
• Experience in public safety planning, law enforcement, or emergency services planning or administration preferred.