Job Listing
Administrative Coordinator
Company:
Douglas County
Industry:
Non-profit, Public Safety
Job title:
Administrative Coordinator
Job level:
Mid
Job description:
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(NOTE): The first and last name you enter on the typing test and this application must be exactly the same. DO NOT PLACE A SPACE AFTER THE LAST LETTER IN YOUR FIRST OR LAST NAME. If the names are NOT an exact match (including upper and lowercase letters), your typing test score will not be uploaded into your application accurately, as it is completed through an automated process.
TYPING TESTS ARE VALID FOR SIX MONTHS.
Incumbent works under the direction of the Douglas County Sheriff or designee, coordinating departmental administrative support activities, and performing a variety of secretarial and administrative support functions requiring considerable independent judgment, decision making, and knowledge of the policies and procedures of the Sheriff’s Department.
Compensation: $29.79 – $44.91/Hour
Essential Functions:
Create, maintain and update a complex filing system (e.g. records, reports, personnel files, correspondence, documentation for Merit Commission and Internal Affairs) and ensure the accuracy of the system.
Establish and maintain effective working relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.
Comply with Civil Service policies and regulations, collective bargaining agreements, County policies, and laws to create a cooperative, safe, respectful and quality work environment.
Prepare charts reflecting employees’ step levels on the appropriate pay scales.
Monitor employee’s status, promotions, classification changes and salary progression dates.
Prepare and process personnel transaction forms including employment and change reports, disciplinary actions, commendations, performance appraisals, etc.
Update eligibility lists and schedule oral interviews, physical exams, psychological exams, and drug screenings for the Merit Commission hiring process.
Administer Law Enforcement Tests, and prepare necessary paperwork for the Nebraska Law Enforcement Training Center.
Coordinate and assist in the orientation of new employees (e.g. review hiring packets /policies/procedures, answer questions regarding pay/benefits).
Prepare departmental bi-weekly payroll (e.g. enter pay elements, overtime, sick leave, specialty pay) and forward to the Payroll Department.
Prepare and maintain salary schedules for sworn, civilian union, and civilian non-union personnel.
Serve as the recording secretary for the Merit Commission (e.g. prepare notices/agendas, transcribe meetings, distribute minutes).
Maintain an adequate inventory of office supplies, and oversee Law Enforcement Technician II’s in preparing, processing and maintaining documentation for all purchase orders and invoices.
Prepare and send 911 User Board meeting notices; prepare agendas and materials needed for meetings.
Serve as secretary for the Awards Committee preparing and distributing meeting notices and agendas, preparing reports and documents (e.g. recipient letters, ceremony invitations, employee lists,), order award materials (e.g., medals, ribbons), and coordinate arrangements for awards ceremony (e.g., location, catering).
Compile and maintain information/data necessary for annual budget preparation (e.g. forecast/compute estimates for classification increases, contract negotiation increases, contractual overtime, and education incentives) and prepare budgetary information for supervisor’s review/approval.
Process revenue received, prepare monthly internal audit reports, audit and balance various division (e.g. title inspection, civil process) accounts, and balance/maintain petty cash account.
Respond to questions, inquiries and complaints referring those outside area of authority or expertise to supervisors.
Receive, sort, and distribute incoming/outgoing mail and correspondence for the Sheriff and Chief Deputy.
Assure office equipment is maintained in good working order; monitor performance and request maintenance and repair service as needed.
Assist other employees by providing information concerning policies and procedures.
Promote a positive and accommodating image of Douglas County government by serving as a source of information and referral.
Prepare workers compensation reports, maintain medical files, and provide necessary information to the case nurse, Risk Management and/or Workers Compensation Department.
Maintain and update FMLA files and notify management of any concerns.
Prepare, compile and maintain a variety of confidential and complex departmental records, reports, correspondence, letters, memos, agendas, purchase orders and documents.
Attend various meetings; take notes and record/transcribe minutes.
Maintain an appointment book for the Sheriff; schedule meetings/conferences/interview/exams, set up designated areas for meetings; arrange for refreshments and/or guest accommodations, and prepare/distribute appropriate materials.
Answer multi-line phone, screen and direct calls, take accurate messages and/or address inquiries or provide information/assistance.
Attend various training courses, seminars and conferences.
Serve on various intradepartmental and community boards and committees.
Safely operate a motor vehicle when required to travel on County business.
Report to work with regular, consistent attendance.
Perform other duties as directed and assigned.
Education and Work Experience and Other Requirements:
Associate’s Degree or two (2) years of college courses in Business Administration, or Public Administration required.*
Five (5) years of clerical experience required.
Ability to type 60 net words per minute.
Two (2) years of experience/training in operating personal computers and a working knowledge of word processing and spreadsheet software (e.g. Microsoft Word, Excel) required.
Completion of a pre-employment criminal background check and post-offer drug screen.
Must possess and maintain a valid driver’s license at the time of hire and throughout employment.
Must obtain registration as a Notary Public within six (6) months of hire and maintain it throughout employment.
*Equivalent work experience beyond requirement may be substituted, on a year-for-year basis, for the education requirement.
Physical Requirements & Working Conditions:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is generally performed in an office setting. Noise level is usually moderate. Work hours are typically standard day-shift hours; however, schedule may vary (e.g. weekends, overtime, emergency call-in). Work may be stressful when dealing with time constraints, limited resources and uncooperative/irate individuals.
Work requires some physical activity, including extended periods of sitting and standing, frequent walking, and occasional balancing, kneeling, bending, and reaching. Work also requires the ability to frequently lift/carry objects weighing up to 10 pounds and occasionally up to 25 pounds.
Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance and color vision, depth perception, and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment.
Positions available:
1
Posted on:
October 1, 2025