Lead Program Service Assistant

The Lead Program Service Assistant leads a team in the Sheriff's Office and is responsible for providing technical expertise relative to Dakota County Sheriff's Office specific computer databases and records management systems. The Lead PSA will provide guidance and leadership in daily activities for Senior PSA staff, including prioritizing work and providing work direction, and coordinating and overseeing training. The position will provide assistance to the Program Administrative Supervisor or the Administrative Captains and other duties as assigned. Dakota County is Minnesota's third largest county and home to more than 400,000 residents. Our motto is "Be More" and we strive every day to achieve excellence public service, with a focus on four values: Service, Integrity, People, and Innovation. Dakota County aims to create an environment that is welcoming and inclusive of diverse people, backgrounds, and experiences. Our goal is to have a workforce that is reflective of the communities and individuals we serve. We promote an equitable and culturally aware work environment where everyone can be their authentic selves. High School Diploma or equivalent (G.E.D.) AND four plus years of progressively responsible office support experience OR

Associates Degree in Criminal Justice, Office Administration, or a related field AND Two years of progressively responsible office support experience. OR

An equivalent combination of education and progressively responsible office support experience to equal or exceed 4 years. 1. Lead daily activities for PSA staff including prioritizing work and providing work direction. 2. Assist the Program Administrative Supervisor in developing a yearly training plan for the PSA team. 3. Conduct coaching, mentoring, and periodic training sessions for Program Services Assistants. 4. Coordinate training for new Program Services Assistants. 5. Serve as the lead technical resource for troubleshooting and training Program Services Assistant staff. 6. Provide feedback on employee performance to the Program Administrative Supervisor on a regular basis. 7. Maintain general working knowledge of all support functions within unit or physical location and be prepared to share information with other staff and management when necessary. 8. Recommend creation, modification or deletion of policies and procedures to management. 9. Participate as a key member for recommending process and technological improvements. 10. Seal, expunge or destroy case documents and files in all formats according to legal guidelines, court order or retention schedule with limited consultation. 11. Maintain security and confidentiality of all records and follow data privacy and HIPAA regulations. 12. Respond to records or information requests in an appropriate and timely manner in accordance with legal guidelines, including Data Practices Act considerations. Act as Data Practices Liaison; ensuring requests for information are efficiently handled within mandated or reasonable time limits. 13. Demonstrate understanding as to matters that should be handled at their level and matters that need to be elevated to supervisory staff or other divisions. 14. Provide coverage and back-up support for the Program Administrative Supervisor or Administrative Captains. 15. Initiate & assist in the development of tracking system/databases as needed or requested. 16. File hard copy and electronic documents in correct file according to appropriate departmental filing system and follow-up on missing or incomplete files to resolve issue utilizing multiple search techniques. 17. Review business processes and work flows regularly to troubleshoot and streamline processes for efficiencies. 18. Establish and periodically update standard operating procedures. 19. Conduct internal audits for cash management security. 20. Perform general Program Services Assistant tasks and other duties as assigned. 21. Respond promptly to general questions/problems within area of responsibility from the public or Office staff in a helpful, timely, and professional manner. 22. Enhance processes within unit that provide excellence in customer service and efficiencies. Advanced Knowledge of Office programs, policies and procedures as well as State and Federal regulations and guidelines.

Advanced Knowledge of English Grammar & Composition

Advanced Knowledge of Data Privacy Laws

Knowledge of Federal and State Statutes and local ordinances.

Knowledge of legal process in criminal and civil law

Knowledge of basic accounting principles.

Knowledge of State and Federal guidelines for handling records like: Criminal Histories, Civil Process Records, Prisoner Files and court documents.

Ability to become certified to handle records by the BCA and maintain that certification.

Ability to learn and utilize varied software programs including but not limited to: Word, Excel, Access, Outlook, and PowerPoint.

Ability to access and navigate various computer databases and records management systems.

Must have excellent oral and written communication skills

Proficiency in math skills

Proficiency in research skills and ability to compile statistical data and produce charts, graphs and projections.

Proficiency in filing and record keeping.

Ability to pass a security background check. This is primarily a sedentary position performing office work in a County office building. Frequent wrist and finger manipulation due to high concentration of computer and office work. Light lifting requirement on an occasional basis. Equipment used may include, but is not limited to; computer, printer, telephone, calculator, copy/fax machines. If working in the Jail Intake Facility staff may be exposed to hazardous physical conditions such as mechanical parts, electrical currents, and vibration; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; hazardous materials such as chemicals, blood and other body fluids, and intense noise may occur. This is an in-office position at our Law Enforcement Center in Hastings, MN. Work is performed Monday through Friday during regular business hours (8:00 a.m. to 4:30 p.m.) Comprehensive and affordable medical, dental, vision, and other benefits Excellent work-life balance Generous paid time off (accrual rate starts at four weeks per year) Eleven paid holidays and one floating holiday each year Pension with a generous employer contribution You submit an online application that includes supplemental questions We assign you a score based on your qualifications Top scoring candidates are referred to the hiring manager for interview consideration We conduct interviews and reference checks before extending an offer We extend an offer and conduct background checks