Under general supervision provides technical and clerical support to certified personnel by completing a variety of tasks including, but not limited to scheduling, data entry and retrieval, classifying of inmates, processing court paperwork, monitoring electronic devices, radios and key control. Work is performed in accordance with established policies and procedures; however, the member is expected to exercise tact and good judgment in dealing with the public. Works closely with other agencies to provide updated information. Acts as a liaison between the public, other agencies, and judicial offices. Work is reviewed for results, accuracy and compliance with standard operating procedures. Employee is required to work shift work including weekend, holidays, overtime and on-call; 12-hour shift in a 24-hour facility. This position is under the direct supervision Jail Administration Supervisor. This position is considered essential under the CCSO Emergency Plan.
Clerk I - This is the trainee and first working level class in the series. Incumbents are directly supervised initially and perform a variety of tasks of varying scope and complexity. Clerk 2- This is the journey level in the Clerk class series. Work is performed under general supervision for routine tasks and receives detailed instructions on new assignments. Incumbents work with an increased level of independence and maybe used as trainers for newly assigned clerks. Advancement to this level requires passing a battery of tests.
Essential Job Functions
- Receives, screens, and directs telephone calls and responds or directs questions from the public; receives incoming inmate funds or bail and updates records and issues receipts; serves as Notary of Public; balances booking accounts daily.
- Coordinates all issues concerning the mail including screening incoming and outgoing letters, books, and magazines for contraband and security/safety concerns.
- Regulates and monitors alarm systems, facility radio and video equipment.
- Accurately enters and/or retrieves information from various computer systems, including CJIS/NCIC/FCIC /DOC/in a timely manner.
- Reviews, sorts, scans, disseminates documents.
- Organizes, prioritizes, schedules and manages daily work which includes; visitor appointments, inmate visitation appointments, work orders, warrants, supervising inmate workers and responding to requests for information.
- Performs other related duties as assigned.
- Admit and release pedestrian traffic to controlled areas using caution and strictly adhering to prescribed security procedures to ensure the safety of all personnel and inmates/offenders in accordance with agency policy.
- Assists in classifying inmates by asking questions to determine their physical, mental, and psychological status; reviews inmates' files to find out about prior criminal activities and calculates credit time served.
- Completes the booking process for arrestees through data entry into the jail management system and associated programs.
- Issues jail clothing to inmates upon their dressing into the jail; records all cash, property, and personal belongings of inmates into a computer file and places items in an assigned property locker; reviews record with inmate and obtains signature that record is correct; stores inmates' property and clothing during their stay and maintains accurate records; returns property and clothing upon an inmate's release.
- Facilitates the release process; updates computer records after ensuring payment of bond corresponds with what has been set by the court; runs warrants to ensure no other charges are pending; and confirms that inmate property and funds have been returned.
- Enter warrant information into systems, confirm warrants and process warrants for service.
- Maintains and prepares files, logs, records, ledgers, reports, and folders, databases, for court summons / warrants, crime reports, key control, inmate classification/release, visitation and miscellaneous records.
- Operates and monitors electronic security systems to facilitate the safe and timely movement of staff within the secured areas of the facility.
Knowledge, Skills and Abilities
- Ability to alphabetize, code, numerically rank, sort and batch.
- Ability to answer questions, and/or determine the appropriate area to which calls and inquiries should be directed.
- Ability to not divulge confidential information to family and/or public.
- Ability to read, understand and apply court orders, warrants, sentencing paperwork, general policies and written instructions.
- Ability to operate all equipment listed in the EQUIPMENT USED section.
- Ability to pass and maintain FCIC/NCIC certification.
- Ability to type at least 35 correct words per minute and operate standard office equipment.
- Ability to use reference materials, manuals and guides related to the work.
- Knowledge of CCSO Operations Manual, Corrections Operation Manual and relevant procedures.
- Knowledge of correct English usage.
- Knowledge of data entry procedures and practices, filing and basic record keeping, and standard office practices and procedures.
- Ability to accept supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with agency policy.
- Knowledge of the locations, functions and personnel of the Sheriff's Office.
- Ability to be on-call and to have the ability to respond and report for duty upon being called-in.
- Ability to adapt to different situations daily.
- Ability to use initiative and independent judgment.
- Ability to communicate effectively both orally and in writing.
- Ability to develop and maintain effective relationships with co-workers, other agencies, vendors and the public.
- Ability to become duly qualified to hold a notary public appointment.
- Ability to respond quickly and effectively to alarms.
- Ability to make mathematical computations with speed and accuracy.
Education or Equivalent Experience Required
High school diploma or general education degree (GED)Two years clerical experience which includes direct public contact and experience in data entry training Equivalent combination of education and experience Type 35 correct words per minute
Agency Vehicle / Radio / Copy Machine / Computer and Related Software / Telephone / Shredder / FCIC/NCIC Terminal / Fax Machine / File Cabinets / Electronic Equipment / Calculator / Fire Extinguisher / Camera / Video-Close Circuit / Moving Carts / Scanner/Keys
The following motions will occur at least 30 minutes to one hour per work shift: sitting at a desk or table with some walking, standing, bending or twisting at the waist, twisting of the neck, pushing or pulling with one hand, fine manipulations with one hand, reaching above or below shoulder height. The following motions will occur at least 15 to 30 minutes per work shift: climbing, crawling, power grasping with one hand.
Work is performed in an environmentally controlled building. Work regularly exposes the incumbent to moderate noise and occasionally exposes the incumbent to strong odors including cleaning chemicals. Work requires frequent contact with inmates and the public which exposes the incumbent to others' illnesses and to individuals that may be angry, agitated, or otherwise upset. Employee is required to work shift work, including weekends, holidays and overtime; working 12-hour shifts in a 24-hour facility. Job requires employee to have the ability to be on-call and to respond and report for duty upon being called-in. NOTE: All employees who have direct inmate contact are required to have a medical exam/screening which includes a PPD (TB screening) prior to job assignment. Any positives on the PPD will require further evaluations by the Health Department. Re-examination shall be given according to a defined need or schedule. This requirement is to protect the employee, the agency and the inmates from any physical condition that might impact the ability of the employee to perform their job in a safe and efficient manner.