Longboat Key Club is hiring: Office Manager - Sheriff's Office in Bozeman

This position is in the Sheriff’s Office and performs a variety of clerical, technical and support duties for the Sheriff’s Office. This position will work directly with the Sheriff and members of the command staff, as well as coordinating the public, deputies, management team and secondary administrative duties for the Gallatin County Sheriff’s Office.

Position Overview

This position aids in a variety of other functions on an as needed basis and performs other duties as assigned. This position reports to the Sheriff and does not directly supervise other County personnel.

ADMINISTRATIVE SUPPORT

• Attend necessary meetings with the Sheriff, Undersheriff or Chief Deputy in the Sheriff's stead, as deemed appropriate by the Sheriff and provides technical and administrative assistance if needed.
• Support the Sheriff and his command staff in executive leadership functions such as MSPOA, legislative updates, etc.
• Coordinate and facilitate interactions and information for executive branches of government at both local and state levels.
• Ensure the Sheriff has pertinent information as needed by anticipating needs.
• Assist the Financial Officer with the budget process.
• Assist with and performs overall accounts receivable and pay able processing for the Gallatin County Sheriff’s Office.
• Responsible for coordinating and ensuring accuracy and timeline of the claims process for the Sheriff’s Office.
• Prepare claims following the Gallatin County Auditor’s Office procedures.
• Charge claims to proper accounts.
• Compare invoices from vendors with documentation on file for appropriate vendor name and address, dollar amount, invoice numbers, dates, appropriate coding, etc.
• Verifies the invoice is correct by reviewing all details. Checks for errors and research discrepancies by contacting the vendor to gather additional information, checking procedures and makes adjustments to ensure accuracy.
• Track all expenditures and revenues/ reimbursements for a fiscally responsible outcome.
• Submit documentation for County issued credit card purchases according to County procedures and timelines.
• Assist with Purchase Orders and contract tracking and entry into MUNIS.
• Report to the Sheriff, Undersheriff, and Deputy Chief.
• Creates, formats and updates Training division, and support service division forms and prepares for printing, duplicating, and delivering.
• Maintain schedules for assigned division commanders and coordinate divisional meetings, appointments, etc. and maintains the calendar for those divisions.
• Maintain training records, training needs, and POST certifications.
• Write and edit a variety of correspondence as needed.
• Aid with a variety of other positions and functions on an as needed basis.
• Maintain records and evaluations for the Field Training program.
• Point of contact for outside agencies interested in using the Training center.
• Manage and create contracts with outside agencies pertaining to the Training center in coordination with the Finance Officer.
• Development of GCSO marketing materials.
• Assist with outreach programs when assigned.
• Assist/Coordinate Internship programs.
• Website development/maintenance (training provided).
• Assist with recruitment events.
• Assist with grant processes (private and governmental).

HIRING, PROMOTIONS AND TRAINING

• Assist the Undersheriff and Chief Deputy with the hiring and Public Safety Academy.
• Coordinate with the HR to prepare and advertise the approved job posting.
• Collect, screen and track applications.
• Maintain timely communication with applicants to advise on application status, the hiring process, and to answer any questions.
• Schedule and participate in oral interviews when applicable.
• Coordinate with background investigator by collecting and assembling all needed documentation into background files from candidates.
• Manage the progress of background investigation and psychological evaluation.
• Organize travel arrangements to include flights, hotels, and car rentals training.
• File and maintain training documents.
• Track POST training hours for Sheriff’s Office staff.
• Advertise and communicate training statewide.
• Assist with Community Education Training Team (CETT).

PAYROLL PROCESSING/HUMAN RESOURCES

• Reviews and verifies employee timesheets for correct expenses, leaves, hours, signatures, etc.
• Monitors and evaluates reports generated from the payroll system to update employee's information and ensure accuracy of system data.
• Liaison to HR, IT, and other county departments as necessary.

STATISTICS AND FISCAL REPORTING

• Assist staff with Annual Report and statistical data gathering.
• Collect office-wide work outcomes.
• Develop semi-annual reports.

Qualifications

This position requires knowledge of bookkeeping and record keeping procedures, business English, composition, spelling, and grammar; court procedures and justice system; office operations and equipment and using business and office computer software.

Education & Experience

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school, one-year job related vocational training, and one to two (1-2) years related work experience.

Supplemental Information

As a condition of hire, the final candidate will be required to successfully pass a criminal and driving background check.

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

Benefits

• Excellent Medical Health Benefits
• Flexible Benefits Plan
• Supplemental Medical Coverage
• Voluntary Life Insurance Coverage
• Public Employees Retirement System
• Sheriffs' Retirement System (SRS)
• Supplemental Retirement Benefits
• Sick Leave
• Vacation Leave
• Holidays
• Paid Parental Leave (PPL)
• Tuition Assistance
• Bilingual Pay