Sheriff's Clerk II

Summary

This recruitment is for Sheriff's Clerk Level II only. The salary rage for level II is $1,416.80 -$1,898.40 biweekly ($17.71 -$23.73 per hour).

Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.

FLSA: Non-Exempt

DEFINITION

Under immediate or general supervision, performs a variety of general administrative, clerical, and customer service duties within the Sheriff’s Department involved in the preparation, processing, and maintenance of various legal documents, records, and reports; provides information and assistance to staff and the general public; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Sheriff’s Clerk I) or general supervision (Sheriff’s Clerk II) from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Sheriff’s Clerk I: This is the entry-level classification in the Sheriff’s Clerk series. Initially under close supervision, incumbents learn Sheriff’s Department and County procedures. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Sheriff’s Clerk II: This is journey-level classification in the Sheriff’s Clerk series. Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Incumbents may assume specialized responsibility. Duties may vary based upon the department/division/program to which assigned; however, all positions require the ability to understand and apply fundamental office and customer service support concepts and processes. This class is distinguished from the Senior Sheriff’s Clerk in that the latter performs the more complex work assigned to the series and serves in a lead capacity over assigned office support staff.

Positions in the Sheriff’s Clerk class series are flexibly staffed; positions at the II-level may be filled by advancement from the I-level; progression to the II-level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II-level.

Essential Job Functions

EXAMPLES OF TYPICAL JOB FUNCTIONS

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I Level) positions.

• Serves as point of contact for the Sheriff’s Department; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides information regarding department programs, activities, and functions; explains department and County policies and procedures according to established guidelines.
• Prepares, processes, maintains, and files a variety of records, reports, and documents including warrants, writs, subpoenas, registration paperwork, restraining orders, notices of bankruptcy filings, claims of exemptions, permit and license applications, and related paperwork, while ensuring adherence with statutory imposed time limits and established policies and procedures.
• Processes new inmates by gathering inmate, arrest, and bail information; processes release of inmates upon receipt of authorizing documentation; gathers release documentation and updates records and files accordingly.
• Performs a variety of accounting support duties in the preparation, maintenance, and processing of accounts payable and accounts receivable records and transactions; determines and calculates required fees, accepts payments, accounts for monies received daily, and prints weekly receipts; generates purchase orders and invoices; reviews availability of funds in accounts and accuracy of information; processes month end deposit and journal entry transfers.
• Researches, compiles, and organizes information and records for a variety of departmental, state-mandated, and statistical reports following established formats and reporting standards and verifying accuracy and completion of reports.
• Completes and processes forms, records, applications, and/or other documents by gathering information from a variety of sources; contacts other County staff, external stakeholders, and/or the public as needed to obtain information.
• Types correspondence, reports, forms, and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, or instructions.
• Proofreads and checks reports, forms, and documents for accuracy and completeness following department procedures; corrects grammar, punctuation, and spelling.
• Executes livescan fingerprint services for County employees and members of the public.
• Maintains calendar of court appearances and inmate visitation schedule.
• Organizes and maintains accurate and detailed databases, files, and records; scans/images, inputs, indexes, and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Receives, processes, and assists in responding to public records requests and other requests for information; organizes information; and disseminates information after approval.
• Performs other routine clerical support work as required, which may include, but is not limited to, copying documents, collating documents, maintaining lists and logs, opening and distributing mail, processing outgoing mail, ordering and maintaining inventory of supplies and forms, etc.
• Coordinates work with other County departments and external agencies.
• Attends various meetings and training as required or appropriate.
• Performs related duties as assigned.

Minimum Qualifications

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I-level) positions.

Knowledge of:

• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• General functions of law enforcement agencies.
• Telephone techniques and etiquette.
• Principles and practices of data collection and report preparation.
• Basic recordkeeping principles and practices.
• Business letter writing and the standard format for typed materials.
• Business arithmetic.
• Methods of preparing and processing various records, reports, forms, and other documents.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability To:

• Perform varied office and customer service support work with accuracy and speed.
• Type concise reports, correspondence, and other written materials from instructions.
• Prepare and process various records, reports, forms, and other documents specific to the Sheriff’s Department.
• Research, compile, and organize a variety of information and materials.
• Learn and understand the organization and operation of the Sheriff’s Department, County, and of outside agencies as necessary to assume assigned responsibilities.
• Learn, interpret, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate mathematical computations.
• Maintain a variety of filing, recordkeeping, and tracking systems.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to completion of the twelfth (12th) grade; and

Sheriff’s Clerk I: One (1) year of experience responsible general clerical or office assistant experience.

Sheriff’s Clerk II: Three (3) years of general clerical or office assistant experience or experience at a level equivalent to County’s class of Sheriff’s Clerk I.

Certifications and Licenses:

• Must possess a valid US driver’s license upon date of application. Must obtain California driver’s license following hire date per California DMV regulations.

Environmental Factors and Conditions/Physical Requirements

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
• The duties of this class are performed in an environment with exposure to criminal offenders, mentally ill individuals, and persons potentially infected with communicable diseases.
• Employees may interact with members of the public or with staff under emotionally stressful conditions while interpreting and enforcing departmental policies and procedures.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer and standard office equipment.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.