Marshall County Job Description

Commissary Store Manager

 

Department:         Sheriff                                                                                    Job Code:              368

Reports To:           Chief Clerk                                                                           DOT Reference:   185.167-010

Date:                      November 2007

FLSA:                    Non-Exempt

 

Summary

 

Operate the Jail Commissary by filling orders of inmates, and purchasing merchandise to stock commissary.  Keep records of inmate funds, prepare weekly financial reports and monthly inmate reports, credit inmate accounts when money is received for inmate, review and pay invoices for purchases, compile medical, prescription and dental inmate charges.  Issue check to departing inmates for funds in account. 

 

Essential Job Functions

 

A.            Operate Jail Commissary by filling inmate orders and making purchases of merchandise

                1.             Pass out order forms to inmates

                2.             Collect order forms and fill orders

                3.             Distribute orders to inmates

                4.             Order merchandise to stock commissary, in accordance with established procedures

5.             Check orders with merchandise received in order to assure that the merchandise is in accordance with that ordered

6.             Respond to inmate grievances and resolve if possible

7.             Communicate with inmates and inmate families on Commissary related matters

8.             Maintain inventory records on merchandise of commissary

9.             Determine price and adjust prices for merchandise based on cost of products and market price

 

B.            Establish inmate accounts, make deposits, perform daily cash reconciliations, and prepare reports

1.             Set up and maintain inmate accounts by deducting for commissary goods or medical services, and credit any deposits made for inmate

2.             Ensure that indigent inmate accounts are set up and handled in accordance with established procedures

3.             Prepare daily cash reconciliations

4.             Make bank deposits

5.             Reconcile two checking accounts monthly

6.             Compile weekly financial reports

7.             Pay invoices for merchandise ordered

8.             Issue check to departing inmates for balance in their account

9.             Prepare monthly inmate account report 

                10.          Maintain cash book in accordance with established procedures

                11.          Assist with audits as needed

 

Knowledge, Skills, and Abilities

 

1     Knowledge of Business English, spelling, and basic mathematics sufficient to make calculations

2.    Knowledge of modern office practices, procedures and equipment

3.    Knowledge of basic filing systems and coding methods

4.    Knowledge of principles of accounting    

5.    Knowledge of general auditing procedures

6.    Knowledge of computer operations and software, such as Microsoft Excel and Microsoft Word

7.    Knowledge of storekeeping methods and practices             

8.    Knowledge of standard operating procedures of the Sheriff’s department

9.    Ability to communicate both verbally and in writing

10.  Ability to read and comprehend departmental rules, regulations, procedures and instructions

11.  Ability to establish and maintain accurate records of accounts

10.  Ability to generate financial reports as needed

11.  Ability to operate basic office equipment, including computers and optical scanning equipment

12.  Ability to establish and maintain effective working relationships with other employees and the

       public

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

 

 

Minimum Qualifications

 

High school diploma or G. E. D. certificate plus 2 years of clerical experience, which involved dealing with accounting records and stores operation, or an equivalent combination of education and experience.  Experience in a Probate or similar governmental organization 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.