SUMMARY:

Under direct supervision from the Business Operations Manager, contributes to the efficient daily operation of the Detention department by performing a variety of administrative duties in accordance with the established policies and procedures of Lea County. Maintains professionalism in all interactions with internal and external customers.

ESSENTIAL DUTIES:

• Acts as the administrative point of contact between the administration team and internal/external demands.
• Answers and redirects phone calls, takes messages, and acts as liaison between Administration team and divisions.
• Greets internal and external customers and visitors, determines nature of business, answers questions, and directs to appropriate personnel.
• Provides administrative support to ensure efficient operation of administrative office.
• Manages accounts; creates and submits requisitions, purchase orders, invoices, and processes payments.
• Receives, sorts and routes mail and deliveries.
• Manages correspondence and essential documents.
• Responsible for ordering, tracking, and maintaining inventory of general supplies.
• Coordinates meetings and appointments for Detention Administration staff.
• Prepares monthly reconciliation reports for department budget, vehicles, credit card, in-state revenues, and detainee population data.
• Establishes and maintains various paper/electronic filing and records management systems.
• Arranges travel; prepares and submits travel-related documents; and maintains travel information as necessary.
• Processes detainee bonds, including receipt, documentation and tracking.
• Assists with maintaining complete and accurate inmate records.
• Cross trains in other areas to assist during absences or staffing shortages as assigned.
• Establishes and maintains an effective system of communication within the department and builds and fosters effective working relationships with others.
• Complies with all property and department policies and procedures.
• Maintains strict confidentiality of all information processed through the department including records, reports, documents, conversations, etc.
• Commits to the highest level of confidentiality for information heard and reviewed. Protects sensitive information in the administration office area and respects confidentiality.
• Contributes to a team effort and accomplishes related results as required.
• Performs other duties as assigned.

The duties of this position are not limited to those set forth above. The incumbent will perform such functions, duties and assignments as directed by supervisor and consistent with ability, background and expertise.

MINIMUM QUALIFICATIONS:

• High school diploma/GED.
• Two (2) years' experience in a law enforcement, administrative, or related environment.
• A combination of relevant education and related work experience may be considered.
• Valid driver's license is required when operating a vehicle for work-related purposes.
• Must successfully complete pre-employment requirements, including a background check and drug/alcohol screening.

Knowledge, Skills, and Abilities:

Knowledge of:

• Goals, objectives, functions, policies, and procedures of Lea County up to and including mandatory detention standards.
• Criminal justice system.
• Records management practices.
• Modern office functions, procedures, and equipment.

Skill in:

• Operating various word-processing, spreadsheets, database software programs, and industry-related applications in a Windows environment.
• Reading, reviewing, preparing, and analyzing operational reports, contracts, minutes, resolutions, ordinances, and other business-related documents.
• Analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.
• Correct English usage, grammar, spelling, and punctuation.
• Exceptional customer service.

Ability to:

• Perform essential duties and adapt to working conditions.
• Maintain strict confidentiality.
• Communicate efficiently and effectively both verbally and in writing, individually and in meetings.
• Establish and maintain professional relationships with individuals of varying social and cultural backgrounds including the public and co-workers at all levels of the organization.
• Understand and follow verbal and written instructions.
• Adapt to varying conditions, analyze situations, and adopt appropriate courses of action.
• Demonstrate professionalism at all times and demonstrate sensitivity in tenuous situations.
• Handle multiple tasks and meet deadlines.
• Work independently with minimal supervision, as well as cooperatively in group/team settings.

PHYSICAL & EMOTIONAL DEMANDS:

While performing the duties of this job, the employee regularly is required to sit; walk; use hands to manipulate, touch, or grasp; use a computer and cellphone/telephone; and talk or hear. The employee occasionally is required to stand; reach with hands or arms; stoop, kneel, crouch, or crawl; and lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The physical/emotional demands described here are representative and not necessarily exhaustive of those that must be met by an employee to successfully perform the essential functions of this job.

WORKING CONDITIONS:

Work is generally performed in an office or detention setting with a moderate noise level. The employee may be exposed occasionally to excessive noise; hazardous materials; high risk / potentially dangerous situations; dust, fumes, airborne particles, and / or allergens; and hostile, offensive, and / or violent individuals. Work occasionally requires the use of protective clothing, equipment, devices, and / or materials. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common. Travel is required for training, meetings, conferences, presentations, and other events. Incumbent is subject to call out at any time.

The working conditions described here are representative but not necessarily exhaustive of those an employee encounters while performing the essential functions of this job.