Office Services Technician

at  Story County Iowa

SUMMARY DESCRIPTION

To perform responsible legal/administration tasks, secretarial duties, and accounting duties for the Story County Sheriff’s Office.
Please read through application requirements carefully prior to submitting the application.

APPLICATION REQUIREMENTS:

• Cover Letter
• Resume
• Required Sheriff Application Addendum(must be saved and attached to online application in order for application to be complete).

EXPERIENCE

One year of administrative work preferred and 3-6 months on the job training.

SKILLS AND ABILITIES

Good interpersonal skills. Ability to effectively deal with the public (both on the telephone and in person) in a pleasant, clear voice. Neat appearance. Ability to use personal computer, calculator, fax machine, and other office equipment. Working knowledge of Microsoft Office products. Ability to obtain an Iowa driver’s license and operate a motor vehicle.

EDUCATIONAL DEVELOPMENT

Ability to read, write, and perform basic mathematic calculations which would normally be acquired through secondary education, plus high school graduate.

• Make responsible decisions in accordance with established policies and exercises considerable judgment and independent action in establishing or adapting work procedures to meet changing conditions.
• Process, input and complete data and information from investigations for statistical purposes. Compile and report uniform crime reports to the Iowa Division of Criminal Investigation and Federal Bureau of Investigation. Submit via modem.
• Receipt for and prepare legal documents for service. Make legal proof of service returns for legal documents. Bill for service and mileage fees for civil process.
• Compile statistical information, monthly and yearly for civil process.
• Receipt for moneys received in the sheriff’s office, make monthly, quarterly and yearly reports to the Board of Supervisors.
• Draft checks for disbursements and reconcile bank account.
• Audit and proof employee time sheets for sheriff’s office employees and distribute to auditor. Work closely with the auditor on related personnel issues, such as calculating and keeping track of personal days, vacation days, and other authorized leaves.
• Prepare and process claims for accounts payable. Calculate and monitor budget line item balances and create a current status report bi-monthly.
• Perform telephone duties and receptionist duties coverage. Information desk, answer telephone, take and relay messages.
• Communicate and cooperate with other agencies. Disseminate reports to appropriate agency/persons.
• Enter data information of accident reports investigated by the sheriff’s office and transmit information directly to the Iowa Department of Transportation via the computer software.
• Draft and type correspondence for Sheriff’s staff, interoffice, outside office correspondence, interoffice and interagency memoranda, complete letter requests and oral dictation.
• Operate office equipment such as dictaphone transcriber, PC, copier, printer, FAX machine, typewriter, adding machine, telephone, postage machine, radio and binder. Perform routine maintenance such as change ribbons, replace toner cartridges in copier and FAX machine and trouble shoots problems on office equipment as needed.
• Process and issue permits to purchase and carry, by completing checks on the National Intelligence Crime (NICs) computer, checks for outstanding fines, no contact protective orders, mental committal, and local criminal records. (NICs operation requires mandated testing and certification through the Iowa/NCIC Systems every two years)
• Is cross trained to fill-in to do the other responsibilities in all the areas under this job classification.
• Transcribe dictation of investigative reports, incident reports, background investigation, memoranda, etc. for all sheriff’s personnel.
• Update and schedule the Sheriff’s calendar and as well as conference and meeting rooms.
• Pick up mail, open, classify and distribute mail to appropriate locations.
• Compile, attach and file incident and criminal files and mug shots in alphabetical order in the master index and file system.
• Register sex offenders; arranges for photos and fingerprints and forwards all documentation to the proper agency.
• Complete returns of service; receipts and enters civil papers for process; bills for services on civil papers; prepares executions, distress warrants, garnishments, and other papers for service.
• Perform matron duties on female transports when needed.
• Take minutes at staff meetings.
• Perform all other duties as assigned.