Records Clerk - Jail Division

Description

CLOSES: 2/26/25

Healthcare Benefits:

Family Health Insurance - Monthly Premium of $320.16

Single Health Insurance - Paid in Full by Employer

**HEALTH INSURANCE DEDUCTIBLES COVERED IN FULL WITH A VEBA ACCOUNT FUNDED BY EMPLOYER

BASIC FUNCTIONS:

• Under the direction of the Jail Administrator, maintain a current and accurate record keeping system for the Carlton County Jail that meets the standards as set forth by federal and state law, the Minnesota Department of Corrections, and the Sheriff.Perform a variety of administrative support functions to maintain smooth office operations, including public reception, answering phone calls, handling emails, data entry, preparing reports, and providing administrative assistance to jail administrator and team members. Performs general bookkeeping to include creating vouchers and tracking invoices and payments.

ESSENTIAL FUNCTIONS:

• Perform clerical functions unique to the division which include word processing, spreadsheet creation and maintenance, photocopying, scanning, e-filing and data entry duties to include, but not limited to: correspondence, forms, reports, assessments, referrals, authorizations, and contracts.
• Assemble and review jail files for completeness, accuracy, and submission to Sheriff’s Office Record Clerk. Transmit records or summary reports to other agencies as required, based on the nature of the subject matter and the rules that apply.
• Input and process appropriate Jail Management System (JMS) data including intake and release data. Open, scan, transfer, and close files as needed. Create and run reports in jail management system.
• Assist jail nurses with filing of confidential jail medical files.
• Prepare and maintain information packets for numerous programs which agency staff utilize for inmate services, such as financial services, public health services, child support services, long term care services, mental health services, family social services, and disability services.
• Assist and communicate effectively with citizens, news agencies, the military, attorneys, other law enforcement agencies, and others, via telephone, in person, electronically, or through the mail, regarding questions, complaints, requests, etc., based on established departmental policies and procedures, and according to direction from the Jail Administrator.
• Act as jail division receptionist to the public. Assist with assigned special projects or programs.
• Develop and maintain processes for review and resolution of suspense files in BCA Criminal History System, including collection of data, review and interpretation of information from law enforcement, jail and court records management systems to determine issue and appropriate resolution. Notify parties involved to take appropriate action to resolve the issue, if needed. Follow up and review to determine resolution of the suspense record has occurred.
• Respond to requests for data according to the Minnesota Government Data Practices Act. Process records requests based on the nature of the data and the permission of the requesting party to receive the data, to include review of reports and redaction of confidential information, while supplying accurate information relating to the jail reports.
• Process and maintain Predatory Offender Registrations (POR) database of jail inmates.
• Create and process accounts payable vouchers. Perform basic bookkeeping to include billing and receipt of funds. Track payments and verify bills are satisfied to include medical payments for services provided by the Carlton County Jail.
• Prepare monthly and quarterly budgeting and statistical reports as directed by the Jail Administrator
• Attend training, staff, and committee meetings as assigned. Serve as recorder for meetings as assigned.
• Transcribe oral and written reports and interviews.
• Provide Notary Public services for internal and external customers.

Qualifications

MINIMUM QUALIFICATIONS:
Education and Experience:

• High school graduation or equivalent; AND
• Two (2) year post-secondary degree in legal/clerical/law enforcement or related field; OR
• Full time work experience in a related position to total a minimum of two (2) years
• Or an equivalent combination of education and experience sufficient to perform the essential functions of the job.

Certificates/Licenses Required:

• Microsoft Office Certification preferred.

Note:

• Applicant must successfully complete a comprehensive background check, physical exam, psychological exam, and drug screening.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Required at Entry:

• Knowledge of general office practices, methods, and procedures.
• Knowledge and expert use of the English language, including, but not limited to, spelling, grammar, and punctuation.
• Skill in eye-hand coordination.
• Ability to write legibly.
• Ability to read and understand written reports, correspondence, and directives.
• Ability to fluently speak, read, write, and understand English.
• Ability to follow written and oral instructions.
• Ability to establish and maintain effective working relationships, and deal courteously with, the public, co-workers, supervisors, other government representatives, the media, and all others, and perform effective customer relations.
• Ability to utilize public relations skills to explain laws or departmental operations and rules.
• Ability to handle multiple tasks simultaneously, prioritize tasks, exercise good judgment, and meet deadlines.
• Ability to perform job duties under stressful conditions and respond appropriately to situations.
• Ability to operate a personal computer, appropriate departmental software and databases, and other modern office equipment.
• Ability to deal appropriately with offensive/graphic people, language, photographs, correspondence, etc.
• Ability to type a minimum of 60 words per minute.
• Ability to work in a stressful and fast-paced environment.
• Ability to use sound judgment.
• Ability to operate as part of a team.
• Ability to work independently and without direct supervision.
• Ability to be flexible and adaptable to change.
• Ability to learn new technology.
• Ability to demonstrate punctual and reliable attendance in accordance with designated work schedules.
• Ability to maintain confidential information in accordance with legal standards, local, state, and federal laws.
• Ability to communicate effectively, both orally and in writing, and prepare clear, concise, and accurate oral and written records, reports, and documents.
• Ability to operate transcription equipment and to transcribe recordings from digital recording equipment into word processing document.
• Ability to perform basic arithmetic calculations.
• Ability to maintain a variety of statistical records using various computer software programs.
• Ability to sit for long periods of time.
• Ability to lift or carry up to 20 pounds.
• Proficient in Microsoft Office

Salary : $54,122 - $65,811