An Equal Opportunity Employer
POSITION DESCRIPTION
| Position Title: | Clerical Specialist |
| Class Title: | Clerical Specialist |
| Division: | Administrative | FLSA Status: | Non-exempt |
| Reports To: | Office Manager | Civil Service Status: | Classified |
| Probation: | One (1) year | Employment Status: | Full-time |
| Work Hours: | Varied |
JOB RESPONSIBILITIES:
Under general direction, assists with administration of Sheriff's Office operations; prepares and maintains related records and documents; employee may normally perform specific job tasks on a regularly assigned basis in Corrections, Road Patrol, Court Services, CID, Fiscal, and Administrative Division, and are assigned to the individual divisions as workload, staffing, or other demands require.
QUALIFICATIONS:
Any combination of training and work experience which indicates possession of the skills, knowledge and abilities listed above. An example of an acceptable qualification for this position is:
- Completion of secondary education or equivalent; education, training and/or experience which evidences a thorough knowledge of customary office practices and procedures, bookkeeping, law enforcement administration, and records maintenance; demonstrable skills in typing, computer usage, and effective communication.
LICENSURE AND CERITIFICATION REQUIREMENTS:
Valid Ohio driver's license; LEADS certification (required after employment); Notary Public (obtained after employment).
ESSENTIAL FUNCTIONS:
| 20% | (1) Performs specialized clerical and administrative duties; prepares and administers civil and criminal court documents; compiles and processes reports (e.g., offense reports, non-criminal reports, accident reports, officer activity sheets, citations, domestic violence reports, sex and violent offender reports, ex-parte orders, protection orders, stalking orders, warrants, orders and writs of possession, etc.); performs various administrative responsibilities in preparation for, and implementation of , Sheriff's Sales, Sheriff's Deed on Order of Sale, etc.; coordinates extradition of wanted persons. |
| 20% | (2) Administers and maintains inmate records (e.g., arrest information, photographs and fingerprint files, etc.); processes and maintains court ordered expungements; processes and administers inmate billing to the appropriate agencies; administers and maintains towed vehicle files, ALS files, Junk and Abandoned Motor Vehicle Files, etc. |
| 10% | (3) Prepares purchase orders and requisitions; verifies invoices, statements, packing slips, and related information; assists with maintaining office supplies, employee equipment, and inventory; travels to and from vendors to pick up supplies. |
| 10% | (4) Files, copies, distributes, collates, and retrieves records and documents; operates and maintains office equipment (e.g., changes toner cartridges and print ribbons for copy machine, laser printer, typewriter, and fax machine; operates calculator; maintains file drawers and cabinets, etc.); collects jail fees and other monies; issues receipts and accounts for money received; makes daily deposits at Auditor's Office; interprets and transfers information to ledger, computer, journal, or cashbook; transcribes taped interviews for CID, Road Patrol and others as needed; prepares correspondence, reports, forms, tables, permits, memorandums, etc.; takes minutes of meetings and prepares for distribution; researches information (data) and prepares reports and /or documents. |
| 20% | (5) Operates computer to enter, update, and verify routine and repetitive data; organizes data into logical sequence for input; reviews, verifies, and edits data to be input; confers with appropriate officials/agencies to clarify or confirm data; reviews computer generated material for accuracy, consistency, and completeness; maintains security of data according to established procedures. |
| 5% | (6) Operates LEADS in accordance with policies and procedures; enters and receives information (e.g., warrants, domestic violence writs, wanted/missing persons, stolen/recovered property, teletypes, hit confirmations, etc.); performs second party checking on LEADS data; maintains and administers LEADS files and/or logs and ensures LEADS validations are complete; runs Computerized Criminal History information for appropriate agencies and officials. |
| 5% | (7) Responds to inquires from general public, employees, public officials, and others regarding routine Sheriff's Office matters; receives messages, provides general information, and transmits messages to appropriate personnel. |
| 5% | (8) Answers telephone, routes calls, and provides routine information. |
| 5% | (9) Separates and distributes mail. |
| (10) Maintains required licenses and certificates. | |
| (11) Demonstrates regular and predictable attendance. |
OTHER DUTIES AND RESONSIBILITIES:
| (12) Assists with other administrative matters as required or assigned. | |
| (13) Operates a two-way radio to receive and transmit messages. |
KNOWLEDGE, SKILLS AND ABILITIES: (*indicates developed after employment)
Knowledge of: bookkeeping; inventory control; purchasing; LEADS computer operations; *two-way radio operations; *data processing techniques and procedures; word processing and related software; department policies and procedures; *law enforcement administration; * law enforcement structure and process; * public relations; legal terminology; * office practices and procedures; English grammar and spelling; records management; judicial processes and jurisdictional limitation; *workplace safety.
Skill in: transcription; production typing (45WPM); data entry; word processing; computer operation; use of modern office equipment.
Ability to: carry out simple instructions; interpret a variety of instructions in written, oral, picture, or schedule form; understand, interpret, and apply laws, rules, or regulations to specific situation; add, subtract, multiply, and divide whole numbers; prepare routine correspondence; prepare accurate documentation; compile and prepare reports; respond to routine inquiries form public and/or officials; communicate effectively; maintain records according to established procedures; handle sensitive or technical inquiries from and contacts with officials and general public; develop and maintain effective working relationships; operate clerical equipment; perform duties in a professional manner.
EQUIPMENT OPERATED:
The following are examples only and are not intended to be all-inclusive:
County vehicle, typewriter, personal computer/word processor, fax machine, two-way radio.
ADDITIONAL WORKING CONDITIONS:
- Exposure to firearms.
- Exposure to crowds.
- Exposure to potentially violent or emotionally distraught persons.
- Exposure to life-threatening situations.
- Necessity for frequent sitting for extended periods of time.
- Exposure to close contact with computer monitors.
- Occasional requirement of lifting heavy objects (e.g., office supplies, records, etc.).