Job Summary

Current vacancy is a FT position located at the front desk of the Jail at the Scott County Sheriff's Office in Shakopee MN. The Administrative Specialist's role is to provide skilled and confidential administrative support for the Jail.

The eligible register developed from this posting may be used to fill future FT and PT vacancies within this classification.

Performs responsible and varied technical, clerical, and staff/program support work requiring the exercise of independent judgment. Provides general or routine information to staff, customers, clients, leadership officials, general public, and local, state, and federal agencies. Excellent typing/transcription skills are a must.

Essential Duties

Answers incoming calls, answering general and routine questions, routes calls to proper party or takes messages; maintains knowledge of department and unit functioning in order to receive and direct callers.

Uses computer including MS Office software, as well as unit specific software, for a variety of tasks where accuracy is required; provides technical assistance to other staff.

Records and maintains a variety of numerical, statistical, and resource records.

Performs duties of receptionist by assisting visitors with location of personnel and offices, providing routine information, assisting with the completion of forms, and providing general information and referral.

Opens, sorts, and distributes incoming mail; sorts and bundles outgoing mail.

Researches and compiles information relevant to program tracking and keeps records in a variety of databases and formats.

Assists with special projects such as development and revision of brochures and manuals, office newsletter, file and office organization, forms creation and supply maintenance, ongoing program reporting, etc.

Maintains appropriate storage and destruction of records.

Troubleshoots office equipment issues and problems and serves as liaison between other departments, vendors, or suppliers.

Provides office support services such as filing, copying, coordinating mailings, maintaining office supplies, etc.

Processes pertinent information of incoming documents, forms, and other materials.

Maintain a basic knowledge of the Data Practices Act ensuring that any reports requested will meet all data privacy restrictions.

Provides back-up coverage to other county departments, work units, or front desks.

Sets up and maintains confidential files in both paper and electronic formats.

Works the hours and/or shifts assigned and begins and ends work on time.

Performs other related duties as required or assigned.Incumbents assigned to Transcription may be responsible for:

Transcribes a variety of documentation from dictation or rough draft copies that requires the ability to use data processing software efficiently and effectively; works closely with authors of the documentation to proofread, correct grammar and spelling errors, and point out discrepancies in documentation to the author.

Provides assistance to the County Attorney’s Office and Court Administration in ensuring they receive all required transcribed reports, statements, and 911 calls as well as creating copies of all audio and videos requested by the County Attorney’s Office.

Accurately code NIBRS into cases for proper FBI tracking. Enter stolen articles into NCIC. Accurately verify validations to ensure accurate records. Efile search warrants and echarge citations.

Receives, coordinates, and works with Recreation and Safety Deputy to issue marine event and water structure permits for Scott County.

Minimum Qualifications

Requires equivalency of high school graduation and three years responsible clerical work. The incumbent shall provide a valid driver's license and a reliable means of transportation for the performance of work responsibilities.

Must successfully complete required CJIS, Data Practices and Portals Certification within the first six months of employment and maintain throughout employment.

DESIRED QUALIFICATIONS: Associate's degree or Certificate in a related field. Fluency in a second language, in addition to English, that has a recognized presence in the community (Spanish, Russian, Hmong, etc.) Prior work experience with a law enforcement or criminal justice agency.

Selection Process

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to the hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.

If you require accommodations or have any other questions regarding this job posting, please call the Scott County Employee Relations department at 952-496-8103 and reference the posting title and number.

If you have questions about the hiring process, please visit: Hiring Process | Scott County, MN (scottcountymn.gov)

Scott County, Minnesota

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Administrative Specialist - Sheriff's Office