Administrative Aide - Sheriffs Office

Howard County - Ellicott City, MD

Full-time - Entry Level

Ellicott City, MD

Executive, Legislative, and Other General Government Support

About the position

The Administrative Aide position at the Howard County Sheriff's Office involves professional and administrative work that manages several critical functions within the Office. This role includes oversight of the budget and responsibility for special projects, requiring frequent contact with the Sheriff and Chief Deputy. The position entails assisting in the development of the Office's budget, which includes preparing cost estimates, justifications, and testimony for budget submissions. The Administrative Aide will continually assess spending activities to ensure compliance with the budget and recommend adjustments for unexpected costs. In addition to budgetary responsibilities, the role includes finance functions such as ensuring that all money deposited to the Office or refunded is accounted for appropriately. The Administrative Aide will perform advanced technical level administrative support work, which may include supervisory responsibilities under general supervision. This work typically involves administrative support, technical tasks, and secretarial work assisting legal staff or an executive-level government official. The position requires applying bookkeeping, accounting, and data processing principles to maintain financial records and reporting systems at an advanced technical level. The essential duties include processing OSHA reports, acting as a liaison to the County Finance and Budget Departments, assisting in budget preparation, and ensuring compliance with approved budgets. The Administrative Aide will also work closely with the County's SAP system and the Cognos system for financial reporting, review expense reports, and assist with yearly audits. The role may also involve special projects undertaken by the Sheriff's Office, contributing to the overall efficiency and effectiveness of the Office's operations.

Responsibilities

• Manage several critical functions of the Office of the Sheriff, including budget oversight and special projects.
• Assist in the development of the Office's budget, including cost estimates and justifications.
• Continually assess spending activities to ensure compliance with the budget and recommend adjustments for unexpected costs.
• Act as a liaison to the County Finance Department and Budget Department.
• Assist the Sheriff and Chief Deputy in budget preparation and submission, including testimony preparation.
• Review Office expenditures to ensure compliance with the approved budget and provide updates to the Sheriff and Chief Deputy.
• Make recommendations on budget modifications as unexpected issues arise.
• Ensure budgeted items are purchased in accordance with County policy as a liaison to the County Purchasing Office.
• Provide oversight of the PDQ Coordinator's work and overall agency use of the PDQ program.
• Assist with financial reporting and reconciliation from various programs, including the writ and summons programs.

Requirements

• Associate degree and two (2) years of experience or equivalent combination of education and experience.
• Knowledge of basic accounting procedures.
• Ability to act as a liaison between the Sheriff's Office and other county offices.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Access.

Nice-to-haves

• Knowledge of grant management and budgeting processes.
• Experience with financial reporting systems such as Cognos and SAP.

Benefits

• Health insurance
• Retirement programs
• Wellness programs