Job Title

Sheriff's Administrative Analyst Now recruiting: One (1) Sheriff's Administrative Analyst I and One (1) Sheriff's Administrative Analyst II. Sheriff's Administrative Analyst I: $31.66 $42.44 per hour Sheriff's Administrative Analyst II: $34.83 $46.69 per hour Under close supervision of the Sheriff's Administrative Analyst II or designee, to plan, organize, and participate in a variety of administrative support functions of the Sheriff's Department; to assist management staff with basic budget preparation and monitoring activities; to perform routine to moderately complex administrative support functions for the Sheriff's Department; to assist in the preparation of administrative and budget reports; to perform related work as required. Under general direction of the Sheriff or Undersheriff, plans, coordinates, and oversees complex administrative and operational support functions for the Sheriff's Department; provides advanced administrative support to department management, including responsibility for assisting with the development, monitoring, and analysis of the departmental budget; prepares, reviews, and analyzes administrative, financial, and budgetary reports; serves as a key resource on administrative processes and procedures; and performs related work as required. Duties include but are not limited to those described below. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law. I Assists the Sheriff's Administrative Analyst II with a variety of administrative, fiscal, and operational support tasks, including data collection, report preparation, and coordination of routine assignments. Assists department leadership with the preparation, review, and ongoing monitoring of the departmental budget. Compiles, analyzes, and presents data for special reports and operational summaries. Prepares and processes departmental payroll documentation in accordance with County policies and procedures. Supports the planning and execution of assigned administrative programs, projects, and initiatives. Participates in the development, implementation, and maintenance of computerized information systems to support departmental operations. Provides fiscal and administrative support by reviewing financial records, payroll documents, claims, and statistical data for accuracy and compliance. Assists with the preparation and processing of invoices, travel authorizations, warrants, receipts, and related financial documents. Monitors ongoing expenditures, revenues, fund transfers, and purchase orders to ensure proper fiscal control. Prepares budget transfer requests and supporting documentation. Drafts and assembles departmental agenda items for submission to the County Board of Supervisors. Assists in the preparation and review of program fiscal reports submitted to State agencies. Serves as a liaison between the Sheriff's Department and other County departments and operational units. May assist with system maintenance, troubleshooting, and coordination related to departmental computer systems. May provide confidential and specialized administrative and secretarial support to the Sheriff and Undersheriff. Provides administrative assistance to the Civil and Records Divisions as directed, including processing documents, maintaining files, and responding to internal requests. Performs support functions related to CLETS administration, such as data entry, record updates, and compliance with established procedures and security requirements. Assists with the processing of concealed weapons permit applications, including accepting applications, verifying required documentation, scheduling appointments, and providing procedural information to applicants in accordance with department policies. Provides courteous and effective assistance to the general public by responding to inquiries, explaining procedures, and directing individuals to appropriate staff or resources. Serves at the front counter and answers incoming telephone calls, providing information, routing calls, and addressing routine issues while maintaining confidentiality and professionalism. Performs related work as required. II Consults with Department leadership in the development and implementation of administrative policies, procedures, and operational practices. Coordinates and oversees assigned fiscal and administrative support functions for the Department. Administers, monitors, and provides oversight for assigned grant programs to ensure compliance with funding and reporting requirements. Has primary responsibility for coordinating, monitoring, and analyzing the Department's budget, including tracking expenditures and revenues and ensuring compliance with County fiscal policies. Assists in the coordination of budget development and the administration of fiscal control processes, including expenditure monitoring and analysis. Provides lead direction and/or supervision over assigned office service functions such as clerical support, purchasing, supplies, records management, accounting support, and facilities coordination. Develops and recommends improvements to administrative programs and processes to promote efficient use of office space, equipment, supplies, and other departmental resources. Conducts time, workload, and cost analyses and recommends operational improvements to enhance efficiency and productivity. Establishes workflow processes, production standards, and work schedules for assigned functions. Develops, updates, and reviews administrative rules, policies, and procedural manuals, and provides guidance and training on their implementation. Oversees the maintenance of departmental property and asset records and reviews requests for the acquisition, replacement, or repair of major equipment and property. Serves as a liaison with other County departments and external agencies to resolve administrative and operational service issues. Coordinates departmental data processing and information system needs in collaboration with appropriate technical staff. Participates in lease coordination and contract-related activities, including review and negotiation support. Meets with vendors and sales representatives to evaluate products, services, and pricing in accordance with County procurement guidelines. Prepares complex administrative analyses, special reports, and official correspondence. Independently performs a variety of administrative, fiscal, and operational support functions, including data collection, analysis, report preparation, and coordination of assigned activities. Provides comprehensive administrative support to the Civil and Records Divisions, including processing and reviewing documents, maintaining and reconciling records, and responding to internal requests with minimal supervision. Performs administrative functions related to CLETS administration, including data entry, record maintenance, and ensuring compliance with established procedures, security requirements, and regulatory standards. Processes concealed weapons permit applications in accordance with departmental policies, including reviewing applications for completeness, verifying required documentation, coordinating appointments, and providing procedural guidance to applicants. Provides professional and effective customer service to the public by responding to inquiries, explaining policies and procedures, and resolving routine issues or referring more complex matters to appropriate staff. Serves as a point of contact at the front counter and via telephone, independently handling inquiries, providing information, routing calls as appropriate, and maintaining confidentiality and professionalism. Performs related work as required. Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: I Experience: Four years of increasingly responsible experience in performing a variety administrative support work, including substantial experience in fiscal monitoring and reporting. II Education and Experience: Two years of experience as a Sheriff's Administrative Analyst with the County of San Benito OR Three years of responsible experience in a managerial or administrative staff position performing administrative, management, personnel, fiscal or grants work. (Successful completion of the courses required for a bachelor's degree in public or business administration or a closely related field may be substituted for up to two years of the required experience). I/II Special Requirements: Possession of, or ability to obtain, an appropriate valid California Driver's License. All County employees can and will be called upon to act as Disaster Workers when needed. Background check required including fingerprint check. Knowledge of: Functions, programs, and policies of the Sheriff's Department; computers, software applications, and information systems used for departmental operations; program development, monitoring, and evaluation methods; principles and practices of budget preparation, administration, and fiscal management; statistical, financial, and record-keeping methods, procedures, and techniques. II Principles and practices of public administration, organizational management, and local government operations; budget development, analysis, monitoring, and fiscal control techniques; accounting procedures and governmental accounting principles; methods for organizing work, streamlining processes, and optimizing office operations; supervisory practices, including training, coaching, evaluating, and supporting entry-level administrative staff; personnel administration, staff development, and effective employer-employee relations; statistical analysis, data interpretation, and graphical presentation of administrative and budgetary information; modern office procedures, technology, forms, and equipment used in administrative functions. Ability to: Assist with coordination of administrative support functions within the Sheriff's Department; gather, organize, analyze, and present narrative and statistical data clearly and accurately; assist in the development, monitoring, and administration of the Department budget; prepare clear, concise administrative reports, correspondence, and related documents; analyze situations effectively and determine appropriate courses of action; prioritize workload to meet deadlines, special requests, and competing demands; coordinate the use of departmental computer equipment, software, and information systems; handle multiple tasks within established time frames while maintaining attention to detail; maintain confidentiality and exercise discretion in sensitive or confidential matters; interact tactfully, courteously, and professionally with the public, County staff, and representatives of other agencies; maintain composure and professionalism when dealing with difficult, confrontational, or upset individuals; establish and maintain cooperative and effective working relationships with colleagues and stakeholders. II Plan, organize, and coordinate management services programs within a county department; develop and implement accounting procedures and financial controls; analyze organizational, administrative, and budgetary issues and recommend practical solutions; train, supervise, and evaluate the performance of entry-level administrative staff; represent the department effectively in interactions with other departments, agencies, and external stakeholders; participate and contribute effectively in group discussions and collaborative activities; prepare clear, concise, and well-organized correspondence, reports, and other written materials; maintain composure and professionalism when dealing with difficult, confrontational, or upset individuals; establish and maintain cooperative and productive working relationships with colleagues, staff, and the public. Physical Requirements/Work Environment Sit for extended periods; frequently stand and walk; stool, kneel and crouch to pick up or move objects; normal manual dexterity and eye-hand coordination