Applications must be submitted by 11:59 p.m. on August 5th, 2026.
The Administrative Assistant/Accountant is responsible for performing a variety of staff management, records management and accounting procedures for the Wadena County Sheriff's Office.
Office Management/Accounting Duties and Responsibilities
- Administers office procedures in collaboration with the Sheriff, Chief Deputy, Sgt. Investigator, Sgt. Jail Administrator, Administrative Assistant/ Records, Jail Programmer, EM Director, HR Dept., Auditor/Treasurer Department., and Grant Providers.
- Serves as major resource to Agency Administration team for interpretation and decision making related to fiscal and technical operations.
- Maintains and reconciles department accounts including mobile broadband, and credit cards.
- Manages title and license renewals for Sheriff's office vehicles.
- Prepares and submits Board Action Forms and related documentation.
- Orders office supplies and uniforms.
- Provides customer service to the public in person, by phone and email.
- Responds to and directs criminal & civil complaints of public and attorneys.
- Prepares and recommends budget to Sheriff, prepares budget reports and attends budget meetings with Sheriff and County Board.
- Establishes and maintains QuickBooks accounting system for all 12 Sheriff's Office budgets.
- Submits grant reimbursement requests and activity reports for Boat & Water, Snowmobile and ATV grants.
- Collects training spreadsheets from Deputies and submits report to Post Board for reimbursement.
- Prepares Minnesota DOC Report for Yearly Jail Expenditures.
- Submits Annual 911 Expenditure Report to the State.
- Pays TZD invoices and balances with Sergeant's Quarterly Reports.
- Processes accounts payable and accounts receivable. Prepares bank deposits.
- Processes Boat and Water Permit Applications for temporary structures.
- Conducts Mortgage Foreclosure Sales and collaborates with Attorney's office for Mortgage Redemptions and prepares Redemption Documents.
Staff Management Duties and Responsibilities
- Supervises two positions: recruitment and selection; recommends hiring; assigns job duties; reviews work; trains and mentors; monitors and evaluates performance; develops and monitors performance improvement plans; schedules; approves overtime and time off; and disciplines.
- Performs duties of Administrative Assistant/ Records position in their absence.
- Maintains personnel files for all department employees and job descriptions.
- Performs new employees' onboarding: completes HR paperwork including computer setups and timesheet preparation; prepares New Hire letters and swearing in of new employees by Sheriff.
- Reviews timesheets and prepares payroll spreadsheet for HR office.
- Reviews HR Validation Report for final approval: reviews accruals on sick, vacation and comp time; maintains employee spreadsheets for uniform allowance balances; submits meal reimbursements; and functions as main contact between HR and departmental employees.
Additional/Ancillary Duties and Responsibilities
- Maintains Notary Commission, notarizes documents for inmates, employees and public.
- Arranges for civilian bailiffs for Court when there is a jury trial scheduled.
- Attends Risk Management Committee Meetings, Audit Meetings and MCIT meetings representing the Sheriff's Office.
- Attends training/educational sessions, meetings and seminars to keep current on legislative and regulatory changes and best practices.
- Attends and participates in staff meetings.
- Maintains knowledge of policies, rules and regulations regarding duties.
- Responsible for decisions when Sheriff and/or Chief Deputy are unavailable.
- Maintains yearly BCA Certification.
While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.
Knowledge, Skills and Abilities
- Knowledge of accounting terminology and practices.
- Knowledge of business arithmetic.
- Knowledge of spreadsheets and database software.
- Knowledge of general record keeping and filing systems.
- Knowledge of personnel policies and best practices.
- Ability to understand and carry out detailed written and oral instructions.
- Ability to reconcile and./or balance financial transactions and accounts.
- Ability to interpret accounting records and documents and prepare information in summary form.
- Ability to maintain effective working relationships with supervisors, co-workers, and the public.
- Ability to perform detailed work with speed and accuracy.
- Ability to use various computer and software programs.
- Ability to handle confidential information and follow data practices requirements.
- Ability to work under limited supervision with general autonomy in determining how objectives are achieved; supervisors generally set operating benchmarks, goals and objectives.
- Ability to use analytical ability to select, evaluate and interpret data from several sources; interpretation of guidelines, policies and procedures is required.
- Ability to maintain effective communication and working relationships with department and other departments, outside agencies and public (supplying or seeking information) on specialized matters requiring detailed or technical responses.
Education and Experience
- Requires High School diploma or equivalent and;
- Five years college, vocational or business school in accounting, office management or related field; and
- Three years' relevant experience; or
- Equivalent combination of education and experience
Equipment and Tools
- Office equipment and technology
Physical and Mental Requirements
This job typically requires: sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is prolonged exposure to computer keyboards and video screens. This position is generally light-duty and may require the exertion up to 20 pounds of force.
The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
Working Conditions
Work is performed in an office or other in-door environment.
The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
Competencies Common to All County Positions
- Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
- Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff.
- Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
- Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
- Represent Wadena County in a professional manner to the public, outside contacts and constituencies.
Wadena County is an Equal Opportunity/ Affirmative Action Employer.
