Clerk V

Cook County

Sheriff

Job Code: 4843

Job Title: Clerk V

Salary Grade: 12

Department: Court Services / Civil Process Division

Characteristics of the Position

General Overview

The Clerk V is responsible for entering and processing all court documents into the computerized cashiering system including affidavits, orders, motions, and all other paper types required by the Sheriff to execute proper service. Offer excellent customer service to the general public and work closely with all other departments in the Cook County Sheriff's Office (CCSO) Civil Division. The Clerk V will also be responsible for balancing all currency and credit card receipts daily and working within the Civil Division database to complete research and cross referencing. The Clerk V must also be able to perform a variety of tasks in the civil process department including proofreading, answering the publics questions over phone, email and in person, repetitive organizational tasks, and anything else assigned by a supervisor.

Key Responsibilities and Duties

Utilize the computerized cashiering system to enter data, process payments, identify types of transactions, allocations of the presented documents, validate tender, and balance the payments received.

Through training gain a full understanding of each paper type received in the Civil Department, and a working knowledge of the procedures for filing said documents while being able to effectively communicate these requirements to the general public.

Be willing to work any assignment designated by a supervisor up to and including temporary relocation, temporary shift change, and/or mandatory overtime.

Ability to complete large amounts of data entry and organizational processing with accuracy and efficiency.

Operate computer word processing program to compose, from source documents, a variety of standard and original format letters, labels, columns and tables, business records; transcribes materials and checks grammar, spelling and punctuation for final submittal.

May compose original correspondence, subject to review and editing.

Exercise skill in the coding, screening, sequencing, filing, copying, proofing, logging and cross-referencing of routine and complex data via hand, computer or other formats. May be required to look up data in files, cross-referencing other data and records, conferring with supervisory staff.

Operate computer to input, retrieve, and manipulate, financial, personal and other data according to prescribed methods, systems and procedures.

Perform responsible tasks of a secretarial nature on behalf of a supervisor or manager, such as maintaining calendars or schedules, screening calls, securing information, keys, supplies, collating and assembling documents for signing or distribution.

May be assigned, after training, to work in a variety of departments within the civil process unit with short notice.

Knowledge, Skills, and Abilities

Detailed knowledge of total process involved in service of writs, legal requirements, fees to be charged and other related facts.

Ability to operate multiple computer systems, with a good understanding of Windows Operating Systems.

Ability to determine a variety of documents and the fees associated with them, dates of service requirements, and distribution.

Computer knowledge of Windows based programs.

Compose and create memos/letters utilizing Microsoft Office applications.

Skill and proficiency in the use of keyboard as applied to the operation of computer programs such as computerized cashiering system and Civil Division database.

Good communication skills; ability to gather information from others and explain or describe basic office policy and procedure to others in person or by telephone. Must be courteous, tactful, alert and accurate in dealings with the public, attorneys and law enforcement professionals.

Skill in exercising sound judgement relative to problem solving and referring problems in the appropriate manner.

Ability to apply basic mathematic skills to office bookkeeping and perform calculations, such as figuring totals, percentages, and extensions.

Ability to coordinate several tasks and perform well under pressure.

Skill in the operation of standard office equipment.

Good attention to multifarious detail, ability to proof, verify and edit complex data, transcribe and cross reference data from computer screen and documents. Ability to follow-up in a thorough and timely manner relative to unresolved business.

Provide assistance/troubleshoot problems pertaining to issues brought by customers.

Prepare balancing and reconciliation reports of daily balance to be forwarded to the Sheriff’s Finance Department.

Any overtime requirements will comply with Article III of the Collective Bargaining Agreement.

Minimum Qualifications

Possession of a high school diploma or General Education Development (G.E.D.) test certificate.

Basic Accounting procedures.

Typing skills of at least 40 WPM.

Knowledge of computer applications such as Microsoft Office Applications.

Ability to operate a 10-key calculator.

Flexibility with regard to work hours.

Clearly legible handwriting, proficiency in spelling.

A minimum of one (1) year, full time work experience utilizing skills, knowledge and abilities comparable to those characterized herein and applicable to the area of assignment.

The duties listed are not set forth for purposes of limiting the assignment of work. They are not to be construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside an employee’s normal line of work.

Please note that there are no remote job opportunities, all positions are located onsite.

The Cook County Sheriff’s Office prohibits all unlawful discrimination in its hiring and promotional process.

All Cook County Sheriff’s Office employees must apply on the internal employment page to be considered; the application may be accessed via the SheriffNet site.

• Note: All Internal Applicants are subject to Cook County Promotional salary rules if selected.

**Article EE, Civilian Recruitment and Selection Process, of the Sheriff’s Employment Action Manual, applies to this employment process and can be found at the following link: https://www.cookcountysheriff.org/wp-content/uploads/2019/10/SEAM-Article-EE-Civilian-Recruitment-and-Selection-Process-10-17-19.pdf

I Certify that no Political Reasons or Factors were considered in any decision I made or action I took related to this Employment Action. Further, I do not know of or have any reason to believe that anyone else considered or took action based on Political Reasons or Factors with respect to this Employment Action.

EEO Statement

At the Cook County Sheriff’s Office, we value and embrace you. It’s our belief that diversity and inclusion is an essential component to our success as an international business. Accordingly, we are committed to provide a work environment free of discrimination and harassment. The Cook County Sheriff’s Office policy applies throughout the employment relationship including recruitment, hiring, training, advancement, separation, and day-to-day practices. The Cook County Sheriff’s Office employment decisions will not be based on race, color and ancestry, religion, national origin, age, gender identity, sexual orientation, family or parental status, disability, medical history, genetic information, or any basis prohibited by applicable law. Employment decisions will be based on an applicant’s merit and qualifications, the position requirements, and our business needs.

Benefits

• Health Insurance Program – Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents

• Holidays – Thirteen (13) Holidays are granted in each Fiscal Year

• Sick Leave – Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days

• Vacation Leave – Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee’s anniversary date of employment

• Life Insurance – Basic term life insurance, equal to one (1) times the employees annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage

• Pension Plan – Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment

• Deferred Compensation Program – Employees may elect to enroll in a deferred compensation plan, a tax deferred plan which may be used as a supplemental retirement option.

Drug and Alcohol-Free Workplace

It is the policy of the Cook County Sheriff’s Office to provide a drug- and alcohol-free workplace for all members. It is imperative that all Sheriff’s Office members are capable of devoting constant and uninterrupted attention to the performance of all assigned duties without risk to safety and security for themselves, other members, or the public. To ensure the goals of this policy are met, all Sheriff’s Office members shall be subject to drug and alcohol testing, whether mandatory, random or based on reasonable suspicion.

INCLUSION

We welcome you—the whole you. Your background, your culture, your ethnicity, your unique experiences, your way of looking at the world. We truly believe that your individuality helps us create a diverse, inclusive and inspired workplace in which every ethnicity, nationality, religion, elder status, family structure and gender identity is embraced and valued. We also welcome your passion for making the lives of children, your co-workers, and our organization better. Because as different as we are, that’s the common theme that will always keep us moving forward together. *Must be legally authorized to work in the United States without sponsorship.* This position requires successful completion of post-offer tests, which may include a background check, drug screen and/or medical examination. Falsification of any information in the application process will result in disqualification, dismissal after hire, and/or placement on the Cook County Sheriff’s Office Ineligible for Rehire List for a period of two (2) or five (5) years. For current Cook County Sheriff’s employees, such falsification may result in discipline, up to and including termination, and placement on the County’s Ineligible for Rehire List for a period of two (2) or five (5) years. See Cook County Code of Ordinances, Article II, Sections 44-54 Unlawful Practices Relating to Employees and Employment - Penalty, 44-56 Political Discrimination; Cook County Employment Plan, Section V.N. Pre-Interview License and Certification Verification; Supplemental Policy No. 2014-2.13 Ineligible for Rehire List; and Cook County Personnel Rules 3.3(b) (7) (8) (18).

THE COOK COUNTY SHERIFF’S OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER NOTE

As an internal candidate, should you be offered the position, salary allocations shall abide by the Cook County Personnel Rules. “The Cook County Sheriff’s Office hiring process is governed by the Sheriff’s Employment Action Manual (SEAM) which prohibits employment actions from being influenced by any Political Reasons or Factors for Non-Exempt Positions. The advertisement of this position by any individual does not constitute an offer or promise of employment, promotion, or any other employment action and shall not influence the Cook County Sheriff’s Office hiring decision. Cook County Sheriff’s officials and employees who become aware of or receive a complaint that involves an allegation of Political Reasons or Factors being considered in the hiring process of Non-Exempt positions are obligated to refer the complaint to the Cook County Compliance Officer. If the Cook County Compliance Officer sustains allegations of Political Reasons or Factors being considered, the Cook County Sheriff’s Office will disqualify the Applicant or Candidate from consideration for employment and disciplinary action will be imposed on any involved Cook County employees, if applicable.”