Marshall County Job Description

Support Clerk – Sheriff’s Department

 

Department:         Sheriff                                                    Job Code:   155   

Reports To:           Chief Clerk                              DOT Reference:                237.367-038, 219.362-010

Date:                      November 2007                                                                                  

FLSA:                    Non-Exempt

 

Summary

 

                Serves as receptionist for Sheriff’s Department and Jail.  Greets visitors, ascertains nature of business, provides information and conducts to proper person.  Answers incoming calls, transfers and routes them as needed.  Provides applications for pistol permits and issues them in accordance with established procedures.  Receives money for permits and inmates, prepares required records and reports and assists with correspondence, as needed.  Processes civil documents in accordance with legal requirements and establishes and maintains related records.  Collects money from executions, receives pistol permit fund, and other money, and prepares deposits and related records.  Prepares reports as assigned and maintains evidence, files and records in accordance with established procedures. Serves as the departmental mail clerk.  (NOTE:  Several clerks perform duties as assigned.)

 

Essential Job Functions

 

A.            Greets visitors to the jail and Sheriff’s Department, answers incoming telephone calls, and provides information and assistance

1.             Greet individuals entering the jail or Sheriff’s department, ascertain nature of business, provide information or conduct to appropriate person

2.             Answer incoming telephone calls and route appropriately

3.             Respond to inquiries from visitors and individuals who call

4.             Pull records for the public, make copies and provide information on arrests to newspaper

                               

B.            Perform a variety of clerical duties that include handling money, word processing, copying, and filing

1.             Provide individuals with applications for pistol permits

2.             Receive completed pistol permit forms and route for background investigation, including checking against domestic violence records to assure that there is no record of domestic violence against the applicant

3.             Receive approved/disapproved pistol permits

4.             Enter required data, issue pistol permits, and collect fee for permit

5.             Send information regarding pistol permit sales to state and local governments in accordance with established procedures

6.             Assist jail personnel with releasing inmate money and property, as needed

7.             Assist with general correspondence, mailing, and making copies

8.             Pick-up incoming departmental mail and distribute to appropriate individuals, and take

out-going mail to designated location

9.             Enter incident/offense and arrest reports into computer in accordance with established procedures, and file in accordance with established procedures

10.          Compare lists of state inmates with daily log in order to identify inconsistencies

11.          Maintain evidence room in accordance with established procedures

12.          Perform background checks in response to requests from employers, military, apartment managers, etc.

13.          Pick-up tags for undercover vehicles

14.          Process transport by verifying presence of prisoner, assuring that paperwork is complete, call contractor to arrange for transport, and process associated paperwork

 

C.            Receive, receipt, deposit various funds, and make purchases

                1.             Count and balance money received and forward to designated individual for deposit

                2.             Receive money associated with pistol permits, executions, and other collections

                3.             Prepare receipts in accordance with established procedures

                4.             Post payments received, balance funds, and prepare deposits 

                5.             Receive inmate funds from family or other sources and maintain required records

6.             Compile, in accordance with established procedures, report of inmates

7.             Make purchases for department in accordance with established procedures, i.e. obtain purchase orders, order supplies, verify orders, send invoices for payment

8.             Process inmate food bills and payments from state and other jurisdictions

 

D.            Process civil documents and maintain associated records

1.             Enter data into proper file in order to establish receipt of court and civil documents, such as executions, subpoenas, evictions, etc.

                2.             Prepare and mail correspondence regarding evictions and executions

                3.             Release documents for service by deputies

4.             Record action taken by deputies by entering data into computer files

5.             Mail documents back to other cities and counties, following service, in order to receive payment

6.             Maintain electronic and paper files to document civil process

7.             File detainers in other jurisdictions

                               

 

Knowledge, Skills, and Abilities

 

1.             Knowledge of the modern office practices, procedures and equipment, including computers

2.             Knowledge of Sheriff’s Department policies and procedures

3.             Knowledge of business English

4.             Knowledge of basic mathematics sufficient to balance receipts, and perform related calculations

5.             Knowledge of bookkeeping practices and procedures

6.             Knowledge of state laws pertaining to civil process function

7.             Ability to interact efficiently with the office of the courts and provide information in a professional manner

8.             Ability to use a computer to establish electronic files and records

9.             Ability to maintain confidential information and documents

10.          Ability to orally communicate clearly and effectively

11.          Ability to understand oral instructions and directions

12.          Ability to complete routine reports and forms

13.          Ability to interact with the public and provide information in a polite and efficient manner, both in person and on the telephone

14.          Ability to operate basic office equipment including a multi-line telephone system, computers, fax machines, copiers, etc.

15.          Ability to work independently, without close supervision

16.          Ability to enter data in a computer in order to generate permits, letters, and other documents

17.          Ability to balance collections

18.          Skill in communicating orally with supervisors, fellow employees, inmates, and their families

 

 

 

 

 

 

Minimum Qualifications

 

High school graduation or G. E. D. certificate plus a minimum of 6 months of clerical experience that

included dealing with the public and using a computer, or an equivalent combination of education and

experience.  Experience working in a law enforcement environment preferred.

 

                This job description should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of this job classification.  All incumbents may not perform all job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.