Job Posting- Office Manager

Job Title: Office Manager	Hours: Monday-Friday, 8:00 a.m. – 4:30 p.m.
Department: Sheriff’s Office	FLSA Status: Non-exempt
Reports to: Penobscot County Sheriff	Approved By: Penobscot County Sheriff
Pay Scale: $26.28-$32.57 hourly	Date: 4/3/2024

Posting Date: April 3, 2024

Closing Date: April 17, 2024 or until filled

Submit application to: Please submit application, letter of interest, and current resume to jsnow@penobscot-county.net or

Penobscot County

Attn: Human Resources

97 Hammond Street

Bangor, ME 04401

Applications can be found at: https://www.penobscot-county.net/employment or the Administration Office located on the 1st floor of the County Administration Building, 97 Hammond Street or by calling (207) 942-8535 x 2200.

Job Summary:

The Sheriff’s Office Manager, under the direction of the Sheriff, performs a variety of office management, administrative, fiscal and personnel support service for the Sheriff’s Office; acts as informational resource for the Sheriff’s Office; and performs related work as required. The Office Manager is an appointed position by The Sheriff.

Essential Duties/Responsibilities:

(The following is used as a partial description and is not restrictive as to duties required)

· Supervise and assist clerical support staff

· Handle all aspects of accounts payable, issuing purchase orders, processing invoices for payment etc.

· Bank reconciliations for Sheriff’s Office accounts

· Maintain and issue deputy’s commissions

· Process incoming mail for the office

· Compile and issue employee evaluations

· Maintain employee personnel and performance files

· Process paperwork for new employee hires and employee terminations

· Maintain financial reports and invoicing for Sheriff’s Office Part-Time Law Enforcement Contracts

· Maintain financial reports and invoicing for Maine Drug, Security Services etc.

· Maintain financial reports and reporting for the MAT Grant or other Grants

· Maintain financial reports for PACE Program, Forfeiture Accounts, Domestic Violence Account, etc.

· Maintain financials for Inmate TPA Account and Officers Fund

· Handling of Sheriff’s Office calls

· This position has access to sensitive and confidential information therefore the position must abide by our confidentiality agreement.

· Ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion

· Organize and coordinate special projects as assigned

· Assist with the budget

· Ability to exercise good judgment in a variety of situations

· Perform other related duties as required

Knowledge/Skills/Experience required:

· Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques

· Thorough knowledge of business English, spelling and arithmetic

· Thorough knowledge of the organization and functions of the County

· Thorough knowledge of word processing including keyboarding skills

· Ability to operate standard office, personal computer and related equipment

· Ability to plan, organize, and complete work within tight deadlines

· Ability to use department specific software applications

· Ability to maintain office records and to prepare accurate reports from file sources

· Ability to perform and organize work independently

· Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor

· Ability to maintain confidentiality and be sensitive to issues, priorities, and protocol

· Ability to establish and maintain effective working relationships with County officials, associates and the general public

· Ability to work in a team setting with a commitment to a high level of customer service and quality work is required

· Excellent organizational skills and ability to work under pressure to meet deadlines is required

· Excellent time management skills, with the proven ability to continuously manage multiple tasks, competing demands, and dealing with frequent changes, delays, or unforeseen circumstances

· Possess polished written and verbal communication skills, including the ability to engage and interact with audiences of all levels, both internal (staff) and external (public) customers, including the ability to listen and find creative solutions that meet the objective of the customer

· Have some prior work experience in the public sector with specific experience researching and implementing best practices

· Possess a passion to work in local government and seeking to make a positive difference in and outside the organization

· Possess a positive outlook when facing the challenges of working in a fast-paced working environment with the ability to welcome change in a continuously evolving organization

· Have the ability to prioritize multiple high-profile projects that may overlap or occur simultaneously

· Extensive computer software experience, including advanced proficiency with all modules of Microsoft Office (Word, Outlook, Excel, PowerPoint, etc.) and QuickBooks

· Strong attention to detail

· High School diploma or equivalent required

· 3-5 years of related experience required

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands/Conditions/Requirements:

While performing the duties of this position, employee is regularly required to stand, sit, talk, hear and use hands and fingers to operate a computer and telephone keyboard. Light to moderate lifting is required (up to 25 lbs.)

Penobscot County provides equal opportunity to all qualified employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.