Administration - Jail - Jail Clerk

Department: Sheriff’s Department- Jail Clerk FLSA Status: Non-Exempt

Classification/Level: Office Support, PG-04 Date: 05/2024

Under the direction of the Commander of the Allen County Jail, the Jail Clerk is responsible for a variety of clerical and bookkeeping duties. This position is covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

Essential Functions

• Manages inmates’ funds and banking procedures; balances funds with receipts and completes a deposit slip on a daily basis. Works closely with outside agencies to assure accuracy with the Inmate’s Escrow Account.
• Balances the Allen County Sheriff Department Escrow Account with bank statement on a monthly basis. Prepares report for State Board of Accounts on a yearly basis, as required.
• Prepares and sends monthly, daily balance report to Matron for inmate commissary sales.
• Organizes and prepares report for unclaimed property to be sent the Attorney General on a yearly basis.
• Authorizes withdraws from inmate’s escrow account to outside agencies (i.e. Attorney’s, Bond Agents, Community Corrections, etc.). Writes and distributes said check to approved agents.
• Processes the billing for inmates being housed in the Allen County Jail for US Marshal’s and Department of Corrections; calculates the number of incarcerated days and sends monthly billing statement to appropriate agencies.
• As the keeper of the records, scans and shreds all inmate release records, daily logs, housing logs, census report, demographics, employee evaluations and employee discipline reports. Works with County Attorney and Internal Affairs to research and print documents as needed. Organizes a mass shred yearly per the Allen County Government standards.
• Answers telephone, determines nature of call, and provides requested information and/or routes caller to appropriate department.
• Greets and answers questions from the public.
• Serves as Notary Public for the inmates.
• Collects and prepares outgoing mail, sorts and distributes incoming mail to appropriate individuals and offices.
• Researches and provides copies of legal requests from inmates.
• Sorts, answers and distributes all inmate request forms to the appropriate individual or department.
• Maintains inventory and ordering of ffice supplies, forms and janitorial supplies. Arranges for repairs of office equipment, as needed.
• Retrieves records, and transfers inmate information to Social Security Administration.
• Types a variety of correspondence and records as needed upon request.
• Maintains records of officer uniforms and issues annual uniform requisitions.
• Prepares daily, monthly, semi-annual and annual inmate statistics reports.
• Performs all other duties as assigned, including overtime as required.
  
  

Requirements

• High School Diploma or GED equivalent with three years of office, customer service, or related experience
• Ability to become a Public Notary upon hire
• Must be able to pass a background check
• Strong written and verbal communication skills to communicate time sensitive information to officers, other government agencies, and the public
• Ability to perform under conditions of frequent interruptions and pressure of formal deadlines
• Ability to maintain strict confidentiality
• Strong computer skills with the ability to use Microsoft Office and other job related software
• Attention to detail and the ability to work in a fast paced environment with the ability to multi-task
  
  

Performance Expectations

Jail Clerk is expected to demonstrate proficiency in financial management, record-keeping, communication, and administrative tasks, while upholding confidentiality, professionalism, and adaptability in a dynamic work environment.

Responsibility

The Jail Clerk performs a variety of recurring clerical and book keeping duties according to the standard practices and procedures of the Sheriff’s Department, making choices to achieve desire results. Work is reviewed periodically or upon completion, with any undetected errors resulting in loss of time and inconvenience to the Department.

Personal Work Relationships

The Jail Clerk maintains frequent contact with other law enforcement agencies, officials and members of the public for the purpose of providing information and explanation of division policies and procedures. Directly reports to Commander of Allen County Jail.

Working Conditions

The Jail Clerk works in a standard office environment with frequent sitting and the ability to move around freely. Some lifting of up to twenty pounds, bending, reaching over head, kneeling, and exposure to noise are to be expected. Frequent mental/visual effort, typing, attention to detail, monitoring equipment, detailed inspection, and transcription/proofreading are required.

Supervision

None

Immediate Supervisor

Jail Commander/ Assistant Jail Commander

Hours

8:00 am – 4:30 pm; 37.5 hours/week; overtime as needed

Eeo Category

0406

Workers’s Comp Code

8810

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.