PURPOSE SUMMARY. Under the general supervision of the Sheriff, or in the Sheriff's absence, the Undersheriff, the incumbent manages, directs and oversees operations, planning, budgeting and Victim Advocacy for the daily administrative activities of the Sheriff's Department Civilian workforce. Provides administrative oversight and ensures duties are performed in a safe manner in accordance with applicable laws, ordinances and regulations. Acts as a liaison with other law enforcement and governmental agencies in areas related to support staff operations, and manages most of the supervisory personnel within the Civilian workforce, except for positions assigned to other areas by the Sheriff. This position is part of the DASO executive command staff and is responsible for the management of specialized work units involving a variety of administrative functions.
ESSENTIALDUTIES.
1. Oversee the civilian employee population on a macro level to include compliance with County policies and procedures. Tasks include but are not limited to:
Ensure civilian employees are paid accurately.
Ensure civilian employees have good physical working conditions in their work space.
Ensure civilian employees have an operational supervisor if not managing the employee directly.
Involvement when an issue arises with a civilian employee who is not performing in accordance with County policies and procedures.
Serve as a liaison with Human Resources
2. Manage DASO budget and ensure that it is utilized responsibly in accordance with County and State policies and procedures. Tasks include but are not limited to:
Review DASO's budget on a weekly basis.
Educate DASO's management team of the budget status to include advice and guidance on how to manage budget line items to include capital outlay expenditures.
Serve as a key party in DASO's annual budget planning, forecasting, and formulation with county management.
Initiate budget revisions consistent with County policies and procedures to include completing the necessary paperwork and forms.
Utilize Banner to obtain information critical in decision making and to initiate actions to manage the budget.
Assist with professional contracts.
3. Provide support and direct superv1s1on of DASO's Evidence Supervisor, Records Supervisor, Victim Advocate Supervisor, Fleet Coordinator, Records Coordinator, Recruitment Coordinator, Budget and Inventory Specialist, Grant Assistant, Fleet Secretary, Purchasing Secretary, and Inventory Technician. Tasks include but are not limited to:
Assist with applicant screening and hiring steps; writing interview questions; writing job descriptions; and representing DASO at career fairs and recruitment events.
Assist with obtaining price quotes from vendors to include negotiation and/or locating best prices possible among multiple vendors; reviewing state contracts for vendor pricing; examining purchase requests from DASO management; providing advice on purchasing options of products and services; reviewing inventory to determine purchasing needs and planning of resources; and preparing documentation for BOCC agenda items related to purchases.
Assist with assessing inventory needs of equipment and supplies; ordering inventory to include working with vendors on orders; and communicating with command staff regarding inventory requests and supply of resources.
Assist with planning of fleet purchases to include budgeting and making product recommendations; resolving vehicle maintenance issues and providing necessary vehicles for business needs; managing various tasks related to DASO fleet assets.
Assist with ensuring strict confidentiality is followed particularly involving NCIC; and reviewing NCIC reports when needed particularly for job applicants and those requesting entry into the department's building.
Assist with ensuring records and transcription duties are optimal for public needs; managing the Tyler Technologies contract; and ensuring effective software and hardware are available for safe and effective record keeping.
Assist with reviewing grant opportunities and making recommendations on potential applications for grants; Stonegarden grant by supporting personnel resources; and partnering with Grant Assistant to resolve errors and discrepancies with grant funding.
4. Responsible for office support across the three (3) offices for internal and external customers. Tasks include but are not limited to:
Ensure DASO's front desks are staffed.
Ensure facilities are safe and supportive of business operations.
Intervene with public to resolve complaints.
Respond to County management and peers across the county when information or action is needed on behalf of the Sheriff's department.
ADDITIONAL DUTIES. Perform all other duties as designated by the Undersheriff or Sheriff.
QUALIFICATIONS.
A. Education. Bachelor's degree in a related field. Master's degree in a related field is preferred.
B. Experience. Five years of progressively responsible public sector experience. Experience of Sheriff's Office administration preferred. Two years supervisory experience required.
C. Education/Experience substitution. In accordance with County Policy.
D. Licenses/Certifications. Must have a valid N.M. driver's license.
E. Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.).
Must be able to pass background check or have pre-existing Sheriff's Department clearance.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:
Must have knowledge: Demonstrated advanced level of knowledge of contemporary principles and practices of administrative management, including finance, procurement, and other administrative functions, pertinent federal, state, and local laws and regulations and be able to become familiar with Dona Ana County/Sheriff's Department Rules and Regulations, effective supervisory practices, business English, business Spanish (preferred), spelling, grammar, punctuation, and basic math.
Must have skill in: Interpreting, explaining and making decisions with policies that require analysis; using logical and creative thought processes to develop solutions; using independent judgment and taking appropriate actions in various situations; performing extensive research and conducting comparisons and statistical analysis on department reports; preparing charts, graphs and maps using statistical data; involving stakeholders and developing viable plans of action to address issues.
Must have ability to: Operate multiple types of computer software systems; communicate effectively in oral and/or written form; maintain strictest confidentiality; establish and maintain effective and cooperative working relationships with the public, coworkers, superiors and subordinates; be able to consider a variety of variables in ambiguous situations that may have significant impact on decisions effecting safety of the community and law enforcement community; and proactively be able to make decisions and give intuitive advice.
Compensation Range
$58,176.96 - $96,213.06
Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person's race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.
Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County.