Description
The Confidential Office Support Specialist provides confidential administrative support to the Sheriff’s Office, county entities, and other law enforcement agencies in Mille Lacs County. This position is primarily responsible for the daily operations of various Sheriff’s Office permitting and application requirements including, but not limited to, civil process proceedings, mortgage foreclosures, various permits, record keeping and provides customer service to the public.
This is a non-union position. Complete 2025 pay scale is $22.50/hr-$29.43/hr. For a complete position description, click here.
Essential Functions
This job description indicates the normal type and level of work expected of the incumbent. Incumbent may be asked to perform other duties as apparent or assigned.
- Accepts and processes all civil process documents including, but not limited to, mortgage foreclosures, redemptions, subpoenas, summons & complaints, and notices - both digital and hard copy format, coordinates with law enforcement to ensure Minnesota Statutes and guidelines are followed for proper service, ensures high-priority papers are served in a safe and legal manner, and coordinates with the Auditors office, annually, in serving Notices of Expiration of Redemptions.
- Accepts and processes all applications for permits including but not limited to; permit to carry, permit to purchase, lake permits, and liquor licenses, processes their corresponding ICR, and assigns appropriate coding, per in-house standard operating procedures and manuals.
- Assists the Sheriff in the preparation of mortgage foreclosure sales. Schedules and maintains calendar for sales based on communication with private attorneys, banks, and mortgage/title/closing companies, holds Mortgage Foreclosure Sales on respective Tuesday and Thursdays with the Sheriff. Collects all money and coordinates redemptions, when applicable.
- Maintains accurate and complete records pertaining to such processes to ensure efficient and accurate retrieval of required information. Transmits records and summary reports to other agencies as required, based on the nature of the subject matter and the rules that apply. Prepares statistical reports, and answers surveys regarding agency activities.
- Responds to records-related questions under scope of authority based on the nature of the data and direction from the County Sheriff or authorized representative, authorized release forms, and Data Privacy Guidelines. Reviews and determines public and private data to determine what may be released for such requests under Data Privacy guidelines, per Minnesota State Statute. Reviews record or potential record material, to determine retention versus what must be discarded or destroyed in accordance with the retention schedule. Conducts background check requests received from external law enforcement agencies, municipalities, and private entities. Investigate criminal records, history, and pertinent information regarding applicant. Verifies all documentation as required by state statute. Communicates with other law enforcement agencies for clarification on background information. Researches all available resolutions for potential applicant denials prior to consulting with Sheriff. Submits gathered facts to Sheriff within timeline set forth by Minnesota State Statute. Serves as point of contact to provide assistance to the public, via telephone or in person, regarding questions, complaints, requests, etc., based on established departmental policies and procedures, and according to direction from the Sheriff. Maintains data privacy per statutes and Bureau of Criminal Apprehension guidelines.
- Manages and maintains records related to civil process documents in compliance with Minnesota Statutes and regulations and retention.
- Prepares and processes gun permit applications such as Permit to Purchase and Permit to Carry, including notification management, processes annual reviews, including input of information into state tracking and records management systems. Completes related background checks, processes personal data changes, and updates state tracking system.
- Performs a variety of general office and clerical account duties, including but not limited to, typing, data entry, scanning and filing office correspondence, preparing office mailings, generating billing, processing invoices and payments, assisting with the ongoing development and maintenance of new policies for purposes of efficiency, reconciling of cash box, and confidential use of credit card machine.
- Performs internal case-related transcription on a weekly basis, including statements, investigative background interviews, and other miscellaneous reports. Working closely with county and city attorneys, investigators, and deputies. Submits statements to County Attorney for trial and transcribed interviews to supervisor.
- Works closely with Boat and Water deputy and Search and Rescue Team President to compile Meeting Minutes and Agenda, monthly. Sends monthly correspondence to Search and Rescue team members. Maintains accurate record keeping/purging of Boat and Water documentation in digital and hardcopy form in accordance with county retention schedule.
- Provides supervision, as needed, over juveniles in custody waiting for court and/or transport.
- Accepts, processes and documents a variety of fees and payments in accordance with the Sheriff’s Fee Schedule. Prepare payments to be charged including interest, fees, etc. Complete billing audits in accordance with subcategory structures to determine accuracy. Work with additional organizations to balance schedules. Confirm all monies brought into the office.
Minimum Qualifications
- High school diploma or GED, and two years of related experience; or an equivalent combination of education and experience.
- Class D Driver’s License.
- Must successfully complete a criminal history background check.
Selection Process
Candidates will be selected based on a review of training experience. Qualified candidates will be selected to participate in oral interviews. Top candidates may be required to complete a transcription test as part of a 2nd round interview.
Permanent part-time employees are eligible to earn pro-rated holiday, vacation and sick time benefits.
The following is intended to be a general overview of benefits provided for
full-time positions. Insurance benefits become effective the first day of the month following the month of hire. Further details and a complete copy of the applicable contract/policy language are available at the time an employment offer is extended. If you have any questions about the benefits, please contact the Administrative Services Office at hr@millelacs.mn.gov.
Public Employees Retirement Association (PERA) Benefits Provided
Employees fall under the General, Police & Fire, or Correctional defined benefit plan depending on their position. PERA rates and handbooks available on-line: http://www.mnpera.org
Contribution amounts are based on the employee’s pay each pay period.
- Coordinated Plan:
- Employer Contribution 7.5%
- Employee Contribution 6.5%
- Police & Fire Plan:
- Employer Contribution: 17.7%
- Employee Contribution: 11.8%
- Correctional Plan:
- Employer Contribution: 10.25%
- Employee Contribution: 6.83%
Paid Time Off
Holidays: Full-time employees have approximately 14.5 paid holidays per year, including floating holidays, subject to the terms of the Personnel Policy or Collective Bargaining Agreement as applicable.
Vacation: Full-time employees earn 11 to 23 days per year, depending on tenure. Part-time employees earn pro- rated accruals.
Sick Time: Full-time employees accrue 12 sick days per year. Part-Time employees earn pro-rated accruals.
Medical Insurance
Employees have three (3) medical insurance plans to choose from, within three (3) different networks. The rates shown are effective 1/1/2025 through 12/31/2025.
Single Employee Cost HSA Contribution Family Employee Cost
RTS Medica Passport
2000-25% HSA $0 $93.75 $832.98
850-40 $117.22 N/A $1,144.50
400-35 $177.04 N/A $1,303.50
RTS Medica Elect
2000-25% HSA $0 $208.33 $522.60
850-40 $0 N/A $795.18
400-35 $38.12 N/A $934.30
RTS Medica VantagePlus
2000-25% HSA $0 $229.17 $460.52
850-40 $0 N/A $725.32
400-35 $10.34 N/A $860.46
Employees may choose to contribute additional funds to their HSA each year, up to the IRS limit of $4,150 for singles, and $8,300 for families. Once age 55, employees can contribute an additional $1,000 (to either single or family). The IRS limit applies to the total of employer and employee contributions combined.
Employees may choose to have their employer HSA contribution (if eligible) go into a VEBA account.
Dental Insurance
There is no cost to employee for single coverage. Family coverage costs the employee $74.22 per month.
Vision Insurance
Vision coverage is available and paid for by the employee at the following monthly rates:
- Employee Only - $5.85
- Employee + Spouse - $11.69
- Employee + Children - $11.31
- Family - $18.35
Flexible Spending Accounts (FSA’s) Available
Plan options include medical and dependent care FSAs, as well as a premium only plan (pre-tax deduction of medical and dental premiums). These amounts cannot be changed during the year unless there is a qualifying life event. All funds must be used by claims deadline.
- FSA Medical/Health max election of $3,050 per year
- Limited Purpose FSA max election of $3,050 per year (used when you also have a H.S.A. Can only be used for vision, dental or orthodontia expenses).
- FSA Dependent Care max election of $5,000 per year per family ($2,500 if married and filing separately)
Deferred Compensation Program Available
Deferred Compensation Plans are available through Nationwide: https://www.nrsforu.com/rsc-web- preauth/index.html
Life Insurance
There Is No Cost To The Employee For $15,000 In Basic Life Insurance Coverage. Rates For Voluntary Additional Coverage For Employee Or Spouse Vary According To Age Category
Age of Employee Or Spouse Employee Monthly Cost Per $1,000
Under age 35 .06
35-39 .10
40-44 .12
45-49 .17
50-54 .25
55-59 .45
60-64 .68
65-69 1.29
70-74 2.08
Dependent Life & Child Life Insurance Packages Available
Child life is available as a $10,000 policy on each child; the cost is $1.30 per month. Dependent care is available as a $2,500 policy on all tax dependents; the cost is $0.66 per month.
Long-term Disability Insurance Plan Available
Rates vary according to age and coverage amount.
Age Price per Month/Per $100 Monthly Benefit
Under age 25 .26
25-29 .33
30-34 .40
35-39 .48
40-44 .65
45-49 .94
50-54 1.25
55-59 1.51
60+ 1.53
Short-term Disability Insurance Plan Available
Rates vary according to age and coverage amount.
Age Price per Month/Per $100 Weekly Benefit
Under Age 25 11.20
25-29 8.90
30-34 9.60
35-39 8.90
40-44 8.00
45-49 8.80
50-54 9.40
55-59 12.00
60-64 13.80
65+ 15.50
Critical Illness, Accident and Hospital Confinement Insurance Available
01
Do you have a valid driver's license?
02
Please select the highest level of education completed or Degree held. (Must be completed by the closing date of this recruitment).
- High School Diploma (or equivalent)
- Professional/Technical Certificate (equal to 1 year of post-secondary education)
- Associate's Degree
- Bachelor's Degree
- Master's Degree
03
How many years of experience do you have performing work in an office setting, subject to regular interruptions?
- None
- 0-less than 2 years
- 2-4 years
- 4-6 years
- 6 years or more
04
Please describe your work experience as indicated in the previous question, including where this work was performed and duties involved. If "none", type "N/A."
05
How many years of experience do you have dealing with potentially irate clientele, including but not limited to persons with criminal backgrounds, mental illness, and/or substance abuse issues?
- None
- Up to 2
- 2 to 4
- 4 or more
06
Please describe your work experience as indicated in the previous question, including where this work was performed and duties involved. If "none", type "N/A."
07
This position is regularly exposed to vulgar, offensive, and disturbing material that may be graphic in nature. Do you have experience working with similar material in an office setting?
08
If yes, please describe where and when this experience was obtained, as well as the types of material involved. If none, type "N/A."
09
Have you ever worked in a public safety office? For example: police department, sheriff's office, attorney's office, or probation office.
10
Briefly describe this experience, including the location, duration, and duties performed.
