Approve the Sheriff’s Office request to create an additional Administrative Assistant position to assist the Administrative Manager and the jail utilizing Jail Enhancement Funds in the amount of $40,231.09 annually. 
 
 

The Sheriff’s Office Administrative Manager currently facilitates a budget of over $19,000,000. She currently has one assistant. They handle all the budget, grants and payroll for the Sheriff’s Office. We wish to hire an Administrative Assistant to assist the Sheriff’s Office Administrative Manager and fulfill administrative duties at the jail. The Jail currently has a Detention Officer that is posted in the Administrative area to deal with incoming phone calls and window traffic among other administrative duties. This position would not only assist the Administrative Manager but add a Detention Officer to assist with staffing the jail.
Projected Duties:
Exercises control over the preparation, processing and checking of financial information and reports by performing the following duties: Performs complex and routine accounting tasks of a technical nature which involves preparation, processing, and verifying financial information to prepare entries to accounts, general ledger accounts, documenting transactions; compiles financial information detailing assets, liabilities, and capital, and prepares balance sheet and other reports to summarize current and projected financial position; analyzes data for accuracy and initiates corrective action when necessary;  may assist with the audit of contracts, orders, and vouchers, may assist in Sheriff’s Office budget process or with the County budget process. Inputs and verifies Payroll for the Sheriff’s Office. Compiles and inputs data for grants such as the State Criminal Alien Assistance Program. The position would also answer incoming calls during business hours at the jail and handle window traffic including legal and clergy visits. This would free up a Detention Officer to assist with staffing the Jail.
 Typical duties would also include:

• Daily mail distribution
• Internal and external correspondence
• Tracking supplies and inventory including capitol equipment, furniture, computers, and storage locker inventory
• Assisting with purchasing program supplies
• Tracking Time Distribution Reports
• Making all hotel and travel arrangements and submitting vouchers
• Photo coping of preparedness materials
• Preparing monthly reports
• Preparing credit card logs
• Preparing contractual expense reports

The annual salary of this position would be $ 28,166.74 but would also provide another Detention Officer for the Jail.
 
Is this position the result of an increase in workload? X Yes                  No
If “Yes”, provide information substantiating the increase (# of items processed…etc.):
A Detention Officer has been doing the job of an administrative assistant for years causing an increased work load on the current Administrative Manager and her assistant.
Planned Date of Hire: Upon approval
Proposed FY 16/17 Salary and Benefits (based on date of hire):
Annualized Salary and Benefits: $39,951.16
OASI: 2,197.00                                              Retire: 3,293.94
W/C: 77.48                                                    Health Ins.: 6,216.00
 

Upon approval the Sheriff's Office will request the position be announced through Human Resources, conduct testing, select the most qualified applicant to fill the new position.

If this position is not approved the Sheriff's Office will continue to fill an administrative position with a Detention Officer and our administrative/financial section will continue to be burdened with jail reports, billing and statistical compilations.  

Upon approval the position will be announced through Human Recources