What are the responsibilities and job description for the Sheriff's Office Clerk position at Box Elder County?
Job Title: Sheriff's Office Clerk
Department: Sheriff
Division: Administrative/Clerical/Court Services
Effective Date: Janaury 1, 2025
GENERAL PURPOSE
This position provides comprehensive clerical, secretarial, administrative, and public service
support to the Box Elder County Sheriff's Office, encompassing patrol, detective, civil process,
court services, jail administration, and emergency services functions. The position requires a
high degree of accuracy, discretion, and the ability to handle confidential information, including
knowledge of GRAMA guidelines. This role serves as a key point of contact for the public,
employees, vendors, and other agencies.
SUPERVISION RECEIVED
Works under the general supervision of the Sheriff, Chief Deputy, Administrative Lieutenant,
Executive Secretary, Court Services Sergeant, and/or other designated supervisors.
SUPERVISION EXERCISED
None. May work independently and alone, especially when covering the front office.
EXAMPLE OF DUTIES
This position performs a wide range of duties, including but not limited to:
Clerical & Secretarial Support:
? Types reports, correspondence, and other documents for various divisions, ensuring
accuracy, completeness, and proper formatting.
? Transcribes statements from audio recordings.
? Takes minutes at meetings and transcribes them into final copies.
? Establishes and maintains comprehensive filing systems (both physical and electronic).
? Manages office supplies and orders.
? Performs general office duties such as answering phones, receiving visitors, and
distributing mail.
? Provides clerical assistance to the Jail Commander and jail lieutenants as needed.
? Processes GRAMA requests for the Sheriff’s Office and Jail.
? Enters and tracks training for all Sheriff’s Office employees in Spillman.
? Acts as alternate TAC officer, including attending yearly conferences and completing
monthly URC reports for BCI.
Financial & Administrative Support:
? Processes requisitions, purchase orders, and invoices for payment through the Auditor's
Office.
? Gathers bids and submits Supplier Justification Forms for purchases exceeding $2,500.
? Enters and codes P-card charges in Wells Fargo.
? Manages travel arrangements (registration, lodging, transportation) and processes
related expense forms.
? Processes on-duty injury paperwork.
? Prepares monthly budgetary tracking reports, including tracking labor expenses,
travel/training expenditures, and other budget line items.
? Audits jail inmate records for COPF housing and processes billing.
? Processes SPIP inmate billing and inmate medical billing.
? Processes payments for jail supplies, food orders, vest orders (including federal
reimbursements), and work crew purchases.
? Manages scheduling for west cabins and training room.
? Processes fuel receipts and prepares monthly reports on vehicle usage for the
Corrections Division.
Court Services & Civil Process Support:
? Enters and checks all civil process papers served, including juvenile papers, and
distributes them to appropriate agencies.
? Records and deposits monies received from civil processes (e.g., sheriff's sales,
attachments).
? Compiles monthly reports on civil process papers served and delivers reports and
monies to the County Auditor.
? Assists with sheriff's sales and attachments.
Emergency Services Support:
? Helps compile and track information for the EMS Committee, including monthly meetings
and records maintenance.
? Acts as secretary to the LEPC, including report writing (e.g., Tier II reports for hazmat
operations), recording meetings, and participating in exercises.
? Serves as a scribe during emergencies, assisting in opening the Emergency Operations
Center and maintaining records during activations.
Public Service:
? Serves as the primary point of contact for the public at the reception window and by
telephone, directing them to the appropriate departments and handling messages.
