Service Bureau Coordinator - County of St. Clair, MI : Job Details

Salary : $47,710.00 - $62,782.00 AnnuallyLocation : St. Clair County Sheriff's Office 1170 Michigan Road Port Huron, MI 48060Job Type: FULL TIME HOURLYJob Number: 25-007Department: Office of the SheriffOpening Date: 01/09/2025Closing Date: 1/23/2025 11:59 PM EasternREQUISITION #: 25-007HOURS: Full TimeOTHER INFORMATION: Open to St. Clair County Employees and the PublicPOSITION SUMMARY Under the direction of the Sheriff, but with the ability to make independent decision, responsible for the overall daily coordination of the service bureau. Responsibilities include training employees; planning, assigning and directing work.ESSENTIAL DUTIES AND RESPONSIBILITIES:

• COORDINATOR
• Responsible for overseeing the training of staff.
• Plans, organizes, assigns, directs, reviews and evaluates the work of staff ensuring the consistent application of Sheriff's Office policies.
• Routinely leads and mentors' staff.
• Counsels Service Bureau Agents regarding policy, procedure and performance issues. Recommends solutions for improvement and disciplinary action as appropriate.
• Reviews workflow of the service bureau to determine efficiency and makes necessary recommendations for improvement.
• Operates in an organized manner; sets priorities and meets critical deadlines.
• Compiles and summarizes workload and other statistical reports for the Sheriff's review.
• FOIA
• Considerable knowledge of the Freedom of Information Act.
• Prepares and responds to all Sheriff's Office Freedom of Information Act requests. Carries out mandated guidelines and operational procedures in accordance with Public Act 563 of 2014, which enacted amendments to the Michigan Freedom of Information Act (FOIA), being MCL 15.231 et seq.
• Responsible for reviewing and redacting all information that, by law, cannot be released.
• CASH HANDLING
• Maintains, reconciles and analyzes accounting records, consisting of cash receipts journal, registry fund and deposit fund.
• Maintains spreadsheet formats and programs for analyzing financial information for the Sheriff's Office.
• Ensures that appropriate internal controls for disbursement, transfer, recording and reporting of monies are followed.
• Manages the Sheriff's Office audits by external parties, including preparation and completion of schedules and audit support documents.
• Monitors and evaluates changes in Sheriff's Office policy/procedure which may impact Sheriff's Office finances.
• Uses a variety of manual and automated accounting systems and cash management tools.
• Assists with monitoring of daily fund balances as necessary and appropriate.
• Balance monetary deposits with speed, skill, and proficiency.
• May assist other employees with issues relating to financial aspects within the Sheriff's Office.
• Enters, reprograms and updates pertinent financial information in the Cash Module.
• Assists with developing and implementing policy/procedure relating to the financial aspects of the Sheriff's Office. May assist with training staff on financial policy/procedures.
• Oversees all monetary aspects of the Service Bureau.
• SERVICE BUREAU
• Compose and type records, reports, receipts, applications, permits or other correspondence and reports.
• May act as receptionist in greeting and directing the public.
• Sort material for filing and maintain files in proper order.
• Prepare or type statistical or tabular records and reports.
• May record and transcribe dictation of correspondence, minutes, and records and reports.
• Distribute supplies as required.
• Receive and record complaints.
• Tabulate data and post to office records.
• Assist in preparing financial or bookkeeping records, checking records for accuracy and correct errors.
• Performs regular support order reviews and takes appropriate enforcement action.
• Retrieve, open and sort all incoming mail and faxes and deliver to the appropriate employee.
• Communicate to the public and supply general information about the facility over the telephone and counter.
• Operating a multi-line phone system.
• Other duties as assigned.

SUPERVISION RECEIVED:Work is performed under the direction of the Sheriff or designee.SUPERVISORY RESPONSIBILITIES:Will assign and coordinate work by and among staff members and oversee daily tasks and workload according to operational rules, regulations and in accordance with the Sheriff's Office policies.EXPERIENCE, SKILLS, EDUCATION:

• An Associate's degree with a major in Business Administration or a closely related field required.
• Bachelor's degree preferred.
• Verifiable equivalent of professional work experience in an administrative field may be substituted for education requirement.
• 3 to 5 years of progressively responsible professional level work experience in a modern office environment performing responsible secretarial and administrative tasks required.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgement and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgement.
• Ability to use discretion and maintain sensitive and confidential information.
• Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
• Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required. Proficiency may be tested.

CONDITIONS OF EMPLOYMENT:

• Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
• The employee must successfully complete an annual criminal background check in order to obtain and maintain LEIN certification throughout employment in this position.
• Must actively pursue and obtain certification as a Notary Public within six months of appointment and maintain this certification throughout employment in this position.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to:

• Speak, hear and understand information through spoken words and sentences.
• Sit, stand and walk.
• Operate a computer, handle materials and manipulate equipment.
• Lift and/or carry materials up to 20 pounds.
• Push or pull carts, reach above and below shoulder level and bend or stoop in an ergonomically correct manner.
• Specific vision requirement includes close vision, color and depth perception.
• Read and interpret procedures, rules, technical information, instructions and manuals.
• Generally works in a normal office environment.
• The noise level in the work environment is moderate with many interruptions.
• The employee occasionally works in areas where universal precautions are required and is occasionally exposed to risk from bodily fluids.
• Normal office hours are from 8:00 a.m. through 4:30 p.m., however due to the nature of the work hours may include overtime, evenings or weekends.

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.St. Clair County offers a robust benefits package. Benefits can be found