Law Enforcement Specialist/Program Director

SUMMARY

Manage administrative functions of the department including development of policies and procedures. To maintain and promote the professional atmosphere within the Grand Traverse Band Public Safety Department by providing administrative and clerical support services to the office staff, and present a positive, professional attitude to the visitors of the GTB community.

MINIMUM QUALIFICATIONS

• Associate's Degree in Office Management or related area and four years of administration and secretarial experience required.
• A combination of education and work experience in the criminal justice field, sex offender management or closely related criminal justice field working with database information sharing implementation.
• Must have experience with SORNA Code, management and requirements to maintain SORNA compliancy requirements
• Must have experience with assisting victims of crime
• Must have a valid Michigan Driver's License and be insurable by the GTB insurance carrier.

DUTIES AND RESPONSIBILITIES

• Maintain office hours from 8:00 a.m. to 5:00 p.m., Monday through Friday.
• Manage administrative functions of the department and assist with development of policies and procedures.
• Relay directives to staff, as directed by the Chief of Police.
• Establish and maintain office supplies and equipment and order necessary equipment and supplies, utilizing bid processes when necessary.
• Obtain purchase orders, generate requests for payment and maintain vendor relationships.
• Calculate and send invoices for services, generate receipts and forward to Fiscal for deposit.
• Attend meetings and take and prepare minutes of meetings as assigned.
• Responsible for travel and training arrangements for staff.
• Manage conventional and electronic filing and records systems.
• Draft and edit correspondence, reports and documents relating to grants, contracts and special projects utilizing word processing, spreadsheet and other software programs.
• Schedule appointments, arrange meetings and handle follow-ups and reminders.
• Travel to workshops, conferences, and other off-premises locations as directed.
• Maintain project files according to procedure.
• Monitor expenditures in relation to departmental budget, including producing monthly expenditure report for departmental review and maintain contact with Fiscal Department.
• Organize, develop and produce departmental special reports, quarterly reports, and annual reports.
• Prepare and submit monthly accounts receivable and outstanding payments to OMB.
• Maintain accurate and aggregate cost for all project cost originating from more than one program.
• Maintain logs (both electronic and program books), in a current and complete condition as per the GTB Program Administration Manual and as required by all other GTB Policies.
• Assist with development, collection, and management of statistical data for external and internal support of funding requirements and needs.
• Assist management in budget preparation, forecast, monitoring and modifying as needed.
• Preparation and finalizing all disbursements from the Department in a timely manner.
• Update and maintain department web pages and newsletter articles, and other social media requirements.
• Initiate, via tribal and local media channels, a viable information awareness program detailing programs and services offered by Public Safety Department.
• Maintain database system to ensure all policies, procedures, agreements, MOU's, licensures, and related documents are updated regularly/annually.
• Ensure department meets federally mandated compliance requirements in the Adam Walsh Act (AWA) (implementing jurisdictional compliance with Sexual Offender Registration and Notification Act (SORNA) through the established guidelines and statutes to improve public sex offender registry systems to support SORNA compliance.
• Implement digital records management strategies for current and future records and computer capability to include E-Force database, SORNA, Victim Services database, etc.
• Oversee technology upgrades and staff training for new and/or enhanced equipment: computers, software, digital records scanner, and four (4) community notification kiosks; and maintenance of equipment.
• Assist with community education workshops as requested on related programs: SORNA Code, Victim Services, special grant requirements and other related department programs.
• Provide support for coordinated interagency efforts to comply with SORNA, LEIN, etc.
• Collaborate with project staff to collect outcomes data from law enforcement, Prosecutors Office, and victim advocate on changes in arrest rates/patterns, prosecution rates, conviction rates, for all crimes including domestic violence, dating violence, sexual assault, stalking and PPOs; this will be used to point to successes or areas of improvement for programs. Aggregate statistics on a quarterly basis to inform on project progress and compile into an annual report showcasing progress of programs for use with current and future grants and department programming.
• Assist Captain of Police and Public Safety Department Manager with grant research, preparations, charts, data collection and other related grant development process.
• Assist with development of department goals/objectives, strategic plan, membership services manual as applicable for public safety department as required.
• Must be punctual, self-starter, have good organizational skills and ability to work well with others.
• To provide various secretary/receptionist skills; such as typing, filing, creation of flyers, sorting of items to various staff and offices within public safety department.
• To work with various computer programs such as; Word, Excel, Publisher, Outlook and Access.
• Maintain and keep updated the Travel Calendar on Outlook of law enforcement Employees.
• To comply with all GTB policies and procedures and maintain department manuals.
• Assist will all programs in public safety and maintenance of applicable filing systems.
• Preparation of check requests, purchase requisitions and other financial documents.
• Assist in scheduling appointments and monitor the department conference room usage with department manager and other staff as needed.
• To be responsible for incoming and outgoing mail and pick up daily.
• Maintain all office equipment in area including; copier and fax machine.
• Maintain program books: check request, purchase requisitions, vacation request and other necessary documents that are required of the appropriate office.
• Maintain program book related duties as Program Director to include: Budgeting/budget modifications, monthly program reports, check request processing, purchase order processing, program recodes, program contractual agreements.
• Provide office management and administrative assistance to include: Typing, transcribing, word processing, correspondence/memos, daily mail, phone contacts/messaging, and various email correspondence.
• Obtain National Incident Management System requirements to assist in emergency management incidents or training exercises.
• Must comply with strict confidentiality requirements according to governing procedure.
• Maintain the highest level of confidentiality on all matters and issues that occur in the department as well as matters involving clients, staff and department activities.
• Serves as back up for Tribal Victim Assistance Program.
• Other duties as assigned.

OTHER SKILLS AND ABILITIES

• Work independently; follow through on given assignments and exercise initiative and good judgment.
• Maintain professional attitude and demeanor regarding highly critical issues involving confidentiality and discretion.
• Establish and maintain effective working relationships with law enforcement, attorneys, judges, court staff, probation and other agencies.
• Work with persons of diverse ages, races, ethnic and socioeconomic backgrounds etc.
• Knowledge of legal terminology and practices, Tribal, local, state, and Federal laws.
• Extensive experience gathering, analyzing and reporting data rules, regulations, code development, power point presentation, charts, written narrative, etc.
• Work well under pressure in crisis situations and with sensitive issues.
• Excellent verbal and written communication skills.
• Excellent time management, organization, and follow-through skills are essential.
• Ability to effectively establish priorities and meet deadlines.
• Proficiency in computer using Microsoft Windows Operating System and Office Suite, and the use of other office equipment.
• Maintain highest level of confidentiality of all matters involved in this position.
• Knowledge of Robert's Rules of Order, meeting set up, and processing meeting minutes.
• Must be able to pass GTB security check.
• Must pass character investigation and consent form mandated by Federal Law. Must have a background above reproach.
• Advanced knowledge of business and accounting systems and methods including accounting database systems.
• Advanced knowledge of applicable law, regulations, rules, procedures, and administration is required.
• Advanced knowledge of budgeting, planning, control methods, and applications.
• Advanced proficiency in computers, including Microsoft Office products and database applications, e-mail and Internet.

EDUCATION and/or EXPERIENCE

• Associate's Degree in Office Management or related area and four years of administration and secretarial experience required.
• A combination of education and work experience in the criminal justice field, sex offender management or closely related criminal justice field working with database information sharing implementation.
• Must have experience with SORNA Code, management and requirements to maintain SORNA compliancy requirements.
• Must be familiar with or willing to obtain knowledge of tribal and federal agency regulations, including compliance requirements.
• Must have experience with assisting victims of crime
• Must demonstrate excellent skills with Microsoft Excel, Word, Office products
• Must possess strong organizational skills and a dedication to meet deadlines.
• Must have GTB Program Directors' Training, or obtain within one year of employment.
• LEIN basic operator certification

DRIVING REQUIREMENTS

• Must have a valid Michigan Driver's License and be insurable by the GTB insurance carrier.
• Must have reliable transportation.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

Ability to operate an automobile in the course of assigned duties. Use of computer, printer and fax machine. Frequent use of telephone.

TYPICAL PHYSICAL DEMANDS

• Must be able to travel throughout the six-county service area if required.
• Must be able to stand or sit for long periods of time.

TYPICAL MENTAL DEMANDS

Sort through complex issues and initiate required directives needed. Ability to resolve issues, coordinate objectives and implement through established procedures.

WORKING CONDITIONS

• Considerable exposure to stressful situations, as a result of human behavior, in dealing with a variety of different types of individuals and community organizations.
• On-call for crisis situations and may be required to work non-traditional hours including evenings and weekends.
• Exposure to potentially hostile environments.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a criminal history background check with no felonies or serious misdemeanors and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through motion with Tribal Council approval. Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Law Enforcement Specialist/Program Director Jobs at Grand Traverse Band of Ottawa and Chippewa Indians