Administrative Support: Juvenile Justice Center
Sarpy County
ADMINISTRATIVE SUPPORT: Juvenile Justice Center
SALARY
$20.73 Hourly
LOCATION
NE, NE
JOB TYPE
Full-Time
JOB NUMBER
01064
DEPARTMENT
Juvenile Justice Center
OPENING DATE
09/28/2023
CLOSING DATE
10/5/2023 11:59 PM Central
JOB OVERVIEW
PREFERENCE WILL BE GIVEN TO CURRENT ELIGIBLE EMPLOYEES OF SARPY COUNTY SHERIFF'S OFFICE AND SARPY COUNTY.
As an employee of Sarpy County, you receive regular pay for the services you provide at a rate of $20.73 per hour. In addition to your hourly wage, Sarpy County provides benefits, such as insurance and retirement, which are valued at up to $28,412.62 per year.
~IMPORTANT INFORMATION: Please read PRIOR to applying
A. Click HERE for Labor Law Posters~
B. Please be advised that if you advance in the application process, Sarpy County's Employment Policy requires that you submit to multiple EXTENSIVE background checks, including but not limited to a criminal history records check. Having a criminal history will not necessarily bar you from employment with Sarpy County as individual circumstances will be considered, and the relevance to the position.
C. Sarpy County is a Drug-Free Workplace / Equal Opportunity Employer
D. Sarpy County participates in E-Verify.
E. Positions are subject to Veterans' Preference (not applicable to internal promotions and transfers)
F. The employment application is required and is the only source of information used to determine if you meet the minimum requirements of the job. The application form must be completed in its entirety. Your application form will be rejected if it is not complete. You have the option to attach a resume, although it will not be considered as part of your application.
G. NOTE: meeting the minimum requirements does not guarantee further consideration for the position for which you applied.
H. Should you move forward in the selection process for this posting,you will be required to successfully complete a typing test prior to interview.. This position requires the following: Standard typing: Cutscore of 40 nwpm. Further testing may be required. You WILL be contacted by Sarpy County Human Resources to schedule a test time should this requirement be applicable to you.
I. Please be complete. You will not be allowed to change your application after you have applied for a position.
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Under the direct supervision of the Deputy Director or designee, performs semi-skilled clerical, secretarial, and administrative duties to support the JJC, requiring some responsibility and independent judgment.
Selection Guidelines
Formal application, rating of education and experience, interview, reference checks, criminal background check, pre-employment drug screen, and other job related tests or checks may be required.
Disclaimer
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
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.
ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES
ESSENTIAL FUNCTIONS
Provide a variety of administrative and staff support duties for the Juvenile Justice Center (JJC) Administrative staff, supervisors, medical staff, education staff, and Community Programs Unit including, but not limited to, typing, data entry, filing, answering and transferring calls on a multi-line phone, labeling, scanning, sorting and copying various information and/or documents.
Establish and maintain effective working relationships with clients and parents, supervisors, County employees, elected officials, attorneys, law enforcement, judges, governmental officials, other agencies, and the general public.
Compose, type, and edit a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Design, develop, and create new forms or systems to improve efficiency of the workflow within the office.
Manage daily administrative operations, establish work priorities, and assist in resolving daily operational problems.
Process all incoming and outgoing mail. Maintain the United States Flag half-staff as directed by Facilities Management.
Perform accounts payable and receivable functions, bill housing boards, balance and reconcile accounts, and code vendor invoices as required. Submit invoices to agencies for housing costs to include medication reimbursement.
Professionally and courteously greet visitors and callers, sign professional visitors in and out, secure items, and escort visitors accordingly.
Receive and balance bond receipts.
Maintain juvenile fingerprint cards and process for law enforcement requests for cards.
Manage office supply inventory and prepare requisitions.
Pursue continual improvement and efficiency of workload management; enhances professional development.
Meet periodically with Deputy Director to discuss operational items (e.g. issues, needs, etc.).
Maintain a professional image, and demonstrate integrity and confidentiality.
Input all data and submit the proper reports for State Reimbursement for Education, Nutrition Services, and Title 1.
Maintain an established file system of reports and other official documents which may be of confidential nature.
Compile statistical information and other data for local, state and federal reports; document in designated software, and forward information to required agencies.
Request and distribute juvenile warrants, transport orders, and release orders.
Maintain meeting schedules for various JJC conference rooms.
Maintain vendor and subcontractor lists; past and present contracts and agreements and current employee roster and contact information, and approved visitor list.
Retrieve and scan documents, when needed.
Retrieve reports and/or documents from microfilm and/ or other established form of retention, and print reports for court or individuals when needed.
Maintain schedule of vehicle maintenance, submit fleet requests and coordinate transfer of vehicles with staff and fleet.
Maintain JJC emergency manuals by updating forms, Standard Operating Procedures, and necessary contact information and schedules.
Maintain delivery schedule of medication, urine analysis testing, stericycle, and other vendors of the JJC.
Maintain donations receipts for the JJC’s Clothing Closet and overall facility donations to include communication with Lift Up Sarpy.
Report to work with regular, predictable, and consistent attendance.
Peripheral Duties
Assist in ensuring office equipment is in proper working order, and schedule maintenance or repairs as needed.
Assume additional support and/or administrative duties as assigned.
Attend training sessions, workshops, and/or conferences.
Perform other duties as assigned.
MINIMUM QUALIFICATIONS
Education and Experience
High school graduate or GED equivalent required.
Work experience in an secretarial/administrative role, which includes records management preferred.
Experience using Microsoft Office, Windows Operating software, and WebEx Meetings. Emphasis on Excel and Word.
Must be able to type 40 net words per minute (nwpm).
Special Requirements
Must have and maintain throughout employment a valid Driver’s License as well as meet eligibility requirements of “acceptable driver standards” as defined by the County.
Necessary Knowledge, Skills and Abilities
Working knowledge of, and ability to apply, current office principles and techniques
Working knowledge of and ability to use proper grammar, spelling, and punctuation
Knowledge of basic bookkeeping, and accounts payable/receivable principles and techniques
Knowledge of records management processes
Knowledge of, and ability to learn, specialized software and operating systems
Effective communication skills
Skill in and ability to perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptions
Ability to communicate effectively, in English, both verbally and in writing
Ability to learn and abide by all applicable laws, ordinances, and department rules and regulations
Ability to follow exacting verbal and written instructions
Ability to perform duties under pressure and navigate stressful situations
Ability to complete basic mathematical calculations, such as addition, subtraction, multiplication, and division
Ability to maintain and protect confidential and sensitive information
Ability to operate standard office equipment including, but not limited to, computer, calculator, multi-line phone, copier, scanner, fax, law enforcement radio, breathalyzer, first aid equipment, County vehicle, etc.
PHYSICAL DEMANDS AND WORKING CONDITIONS
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.
Work is performed in a staff-secure detention facility. Work may be fast-paced when dealing with multiple priorities and time constraints as well as interruptions. The noise level is typically moderate.
Work requires some physical activity including frequent periods of sitting/remaining stationary and walking/moving about as well as occasional standing/remaining upright, bending, and reaching (e.g. position self). The incumbent must possess the hand-eye coordination and manual dexterity necessary to operate/manipulate equipment (e.g. use hands to finger, handle, or feel objects/tools). The employee must occasionally lift, maneuver, and/or move up to 25 pounds.
Required sensory abilities include vision, hearing, and touch. Visual abilities, correctable to normal ranges, include close, distance, and color vision as well as the depth perception and the ability to adjust focus. Communication abilities include the ability to talk (verbal exchange / exchange information) and hear (exchange information accurately) within normal ranges. Incumbent must be able to exert sustained concentration for several hours at a time.
SELECTION GUIDELINES
Formal application, rating of education and experience, interview, reference checks, verification of education, successful completion of a national criminal background check, successful completion of pre-employment drug screen, and other job related tests or checks may be required.
DISCLAIMER
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
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.
Agency
Sarpy County
Address
1210 Golden Gate Drive
Papillion, Nebraska, 68046
Phone
402-593-4465
402-593-4487
Website
ADMINISTRATIVE SUPPORT: Juvenile Justice Center Supplemental Questionnaire
*QUESTION 1
THIS POSTING GIVES PREFERENCE TO CURRENT PAID DEPARTMENT AND SARPY COUNTY EMPLOYEES. Are you currently an eligible employee of the Sarpy County Sheriff's Office or of Sarpy County?
Yes
No
*QUESTION 2
If you answered YES to the above, please describe in what Sarpy County Office/Department you work. If you answered NO to the above, please write 'N/A'.
*QUESTION 3
What level of education have you achieved?
No high school
High School or GED
One year of college
Up to 2 years of college
Up to 3 years of college
Bachelor's degree
*QUESTION 4
How many years of related work experience in a secretarial/administrative role, which includes records management, do you have?
None/Less than one year experience
1 year experience
2 years experience
3 years experience
4 years experience
5 or more years experience
*QUESTION 5
Describe in detail your work experience in a secretarial/administrative role, which includes records management. If you have none, please write 'N/A'. Do NOT indicate the County should refer to your resume - failure to answer this question within the application will exclude you from further consideration for this position.
*QUESTION 6
Indicate your proficiency with Microsoft Office.
Beginning
Intermediate
Advanced
Professional
*QUESTION 7
Due to the essential functions of the position, the employee must be able to access sensitive data bases (example: NCIC). As such, you cannot have a felony conviction to be able to access these types of databases, Do you understand this stipulation?
Yes
No
*QUESTION 8
Do you currently have NCIC certification?
Yes
No
*QUESTION 9
Do you have a valid Drivers' License?
Yes
No
*QUESTION 10
This position requires the operation of a motor vehicle and/or other types of equipment. To meet the 'acceptable driver standards', you CANNOT have any of the below: a) Three or more 'at fault' accidents in the latest three-year period; or b) Five or more moving violations in the latest three-year period; or c) Any combination of 'at fault accidents or moving violations totaling five or more; or d) A DUI/DWI conviction in the latest five year period when viewed in conjunction with past driving record. Do you have ANY of the above? If your answer is YES, please know that you are not eligible for this position. Please answer NO if none of the circumstances above apply to you.
Yes
No
*QUESTION 11
Hours of this position are typically M-F 7:30am-4:15pm. Due to the nature of the department, other availability may be necessary (early mornings, nights, weekends, holidays, call-ins.) Are you able to meet the hours requirement of this position?
Yes
No
*QUESTION 12
Are you able to meet the physical demands and work environment requirements of this job with or without accommodation?
Yes
No
*QUESTION 13
Are you able to perform the essential functions of this position with or without accommodation?
Yes
No
*QUESTION 14
Sarpy County complies with Nebraska Veterans' Preference Laws. If you are claiming Veterans' Preference you must attach Form DD214 (prefer member form 4) and if applicable, documents showing you receive or are eligible to receive benefits from the U.S. Dept. of Veterans Affairs. The spouse of a 100% disable veteran may claim preference by providing the Form DD214, Proof of Disability and a marriage certificate. The spouse of a service member may claim preference and is limited to the time the service member is on active duty and up to 180 days after discharge/separation from service. DO YOU UNDERSTAND AND ACCEPT THESE STIPULATIONS?
Yes
No
N/A - does not apply
*QUESTION 15
Are you requesting Veterans Preference as stipulated in Nebraska Statutes § 48-225 to 48-231 (not applicable for current Sarpy County employees)? Such preference includes initial employment or a return to employment with the State of Nebraska or its governmental subdivisions if termination of previous employment was for other than disciplinary reasons.
Yes
No
*QUESTION 16
Should you move forward in the selection process for this posting, you will be required to successfully complete a standard typing test prior to any interview. This position requires the following: Standard typing: cutscore 45 nwpm. You WILL be contacted by Sarpy County Human Resources to schedule a test time should this requirement be applicable to you. DO YOU UNDERSTAND AND ACCEPT THIS REQUIREMENT?
Yes
No
*QUESTION 17
This is a grant-funded position. If the grant funding for this position is terminated and/or not renewed, you may be may be released from this position without recourse or rights, DO YOU UNDERSTAND THIS STIPULATION?
Yes
No
*QUESTION 18
The starting pay rate for this position is $20.73 per hour (starting rate may be different for current eligible Sarpy County employees). Please indicate if this rate of pay is acceptable to you. Failure to agree to the starting wage will exclude your application from further consideration.
Yes
No
* Required Question