Marshall County Job Description
Chief Clerk
Reports To: Sheriff DOT
Reference: 375.137-022
FLSA: Exempt
Supervise administrative support services for the Sheriff’s Department, either directly or through subordinate personnel. Prepare and administer departmental budgets and maintain fiscal records of the department. Oversee commissary operation and records. Monitor whereabouts of sex offenders. Recommend policies and procedures to assure conformity with legal requirements and efficient operations.
A. Perform administrative support services for the Sheriff’s Department, enforcement division and corrections division
1.
Propose new and
revise existing departmental policies and guidelines in order to promote
efficient operations
2.
Maintain
departmental inventory of equipment by adding and deleting as needed
3.
Provide
up-to-date listing of equipment to be covered by insurance
4.
Coordinate the
Work-Release Program by providing information to employers and initiate records
for each participating prisoner
5.
Transcribe tapes
of internal investigations
6.
Prepare
departmental payroll and maintain related records
B.
Relieve the
Sheriff of routine administrative duties
1.
Compose and
prepare letters and memos for the Sheriff, Chief Deputy, and Corrections
Administrator as needed
2.
Respond to media
inquiries and prepare and distribute press releases, as needed
3.
Assist the
Sheriff by preparing certificates and honorary deputy cards, as needed
4.
Write grant
proposals for available state and federal grants, such as COPS, ADECA, DARE,
etc. in order to obtain additional funding for the department
5.
Monitor grants
received and prepare required reports
6.
Prepare, in
accordance with established procedures, departmental paperwork required by the
County Commission, Personnel Board, or other entities
7.
Conduct research
and confer with attorneys, the Sheriff, and others on legal matters and
litigation
8.
Coordinate
special projects, as needed
9.
Monitor sex
offenders by receiving periodic reports, changes of address, and update list to
maintain accurate list
C.
Supervise the
administrative support staff and commissary store manager
1.
Assign job duties
to staff in order to achieve efficient operation of the department
2.
Establish
procedures and deadlines, and monitor work of administrative staff in order to
assure that work is completed in a timely and efficient manner
3.
Conduct
pre-employment interviews and make hiring recommendations to fill positions
under direct supervision
4.
Oversee training
of new employees and evaluate progress
5.
Conduct
performance counseling, as needed, and recommend disciplinary action
6.
Monitor work of
school grant officers, DARE officer and universal hiring grant officers in
order to evaluate productivity, attendance, and provide administrative
assistance, as needed
7.
Review prisoner
accounts to assure that earnings and contributions are properly credited and
that allowed debits are deducted
D.
Serve as the
chief financial officer of the department in order to assure that fiscal
matters are handled in accordance with legal requirements
1.
Prepare annual
budget draft for corrections and enforcement divisions, using data from the
previous year and input from the Corrections Administrator and the Chief Deputy
2.
Issue purchase
orders for the department in accordance with established procedures
3.
Maintain and
balance department bank accounts, law enforcement funds, and other funds
maintained by the Sheriff’s Department
4.
Monitor receipts
and expenditures to ensure that they conform to approved budget, and if not,
notify Sheriff and recommend adjustments
5.
Maintain petty
cash fund in accordance with established procedures
6.
Assist examiners
in conducting internal audit
1.
Knowledge of the
principles of management and supervision
2.
Knowledge of
Sheriff’s Department policies and procedures
3.
Knowledge of
Marshall County policies and procedures
4.
Knowledge of
business English, spelling, and arithmetic
5.
Knowledge of
modern office practices, procedures and equipment, including computers
6.
Knowledge of the
principles of accounting and bookkeeping
7.
Ability to
communicate clearly and effectively both orally and in writing
8.
Ability to train
subordinate employees
9.
Ability to
independently assimilate facts and draw sound conclusions
10.
Ability to read
and understand written instructions, directives, manuals, laws, and regulations
11.
Ability to
provide guidance and supervision in order to promote the efficient operation of
the office
12.
Ability to
establish and maintain effective working relationships with other employees and
the public
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 make
decisions in accordance with precedents and regulations and to apply them to
work situations
15.
Ability to use a
computer and computer software to establish and maintain records, and compose
correspondence and other documents
16.
Ability to set
priorities, plan and implement activities in order to maximize the efficiency
of the department
Bachelor’s degree in criminal justice, public administration, business administration or related field, plus five (5) years of progressively responsible experience in a public office (preferably in law enforcement), which includes at least three (3) years of supervisory experience, or an equivalent combination of education and experience.
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. Incumbents may be requested to perform
job-related responsibilities and tasks other than those stated in this
description.