Jail Clerk II

Department: Sheriff's Department
Category: Sheriff's Department

**Internal Posting – Open to current POAM Unit Members Only from 6/18/2019 – 6/26/2019**

Supervised By: Sheriff

Supervises: No supervisory responsibility

Position Summary:

Under the direction of the Sheriff’s Department administration, performs administrative, secretarial, data processing, computer support and customer service for the Otsego County Jail. Maintains all records and prepares reports related to budgeting, inmate activities, accidents, incidents, complaint status and other conditions.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

  • Assists the general public at the Sheriff’s Department front counter.
  • Maintains an efficient and effective office to include answering the phone and greeting inmate visitors, processing mail, filing and ordering supplies for the office.
  • Provides a variety of secretarial and administrative support services for Sheriff’s Department administration including typing letters, reports, and other documents. Schedules appointments and prepares and maintains files for the department.
  • Updates and maintains the department’s webpage on Otsego County’s website. Administer the MiCJIN Portal and all software links found there.
  • Operates and provides technical support to jail staff and deputies for all computer equipment in the jail. Trains personnel on new computer programs and assists with problems with data entry.
  • Responsible for the monthly MICR submission, makes MICR corrections of submitted reports, reviews MICR warning reports and corrects where needed. Maintains and administers LEMS.
  • Processes all accident reports with the originals sent to the state. Files and sends copies of incident reports to insurance companies, prosecutors and other agencies.
  • Performs record/file checks on individuals using the LEIN system.
  • Issues various licenses to the public.
  • Responds to Michigan Freedom of Information Act requests, providing a response within the statutorily required time limits.
  • Accepts inmate money over the front counter, issues receipts and logs money into the computer. Collects and issues receipts for work release money from inmate accounts.
  • Performs account receivables and collections for jail inmate billings and accounts payable for vendor accounts.
  • Accepts Civil Division money over the front counter, issues receipts and logs money into the computer.
  • Assists with daily transmittals to the County Treasurer of all monies and revenues received by the department.
  • Takes complaints at the front counter or over the phone and refers them to dispatch. Serves legal documents to persons coming to the front counter.
  • Maintains firearms records and answers firearms and concealed pistol license related questions.
  • Sets-up visits for inmates.
  • Searches inmates of same sex.
  • Performs other duties as directed.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

  • High school diploma or equivalent supplemented by college or vocational training in office management or similar field and  two years of progressively more responsible experience providing administrative support.
  • The county, at its discretion, may consider an alternative combination of formal education and work experience.
  • Michigan Vehicle Operator’s License.
  • Thorough knowledge of the principles and practices of administrative support, office procedures, and records management.
  • Knowledge and skill in maintaining detailed and accurate records in both electronic and non-electronic formats and providing customer service.
  • Knowledge of the principles and practices of general bookkeeping and office procedures.
  • Skill in assembling and analyzing data, and preparing comprehensive and accurate reports.
  • Skill in effectively communicating ideas and concepts orally and in writing.
  • Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with county employees, contractors to the county, representatives of other governmental units, professional contacts, elected officials, inmates and the public.
  • Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.

Employment Conditions:

For purposes of the Fair Labor Standards Act, this is a “non-exempt” position.

This is a full-time union (POAM) position and is eligible for fringe benefits.

Pay Rate:        $15.72 per hour



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