DETENTION ADMINISTRATIVE ASSISTANT/BOOKKEEPER

Detention Administrative Assistant/Bookkeeper

General Statement of Duties

The Detention Administrative Assistant/Bookkeeper performs administrative duties for the Sheriff’s Office Detention Division with functions related to management of the day-to-day operations of the Detention Center. This position performs a wide range of bookkeeping and office support activities for the Jail Lieutenant and Sheriff to facilitate the efficient operation of the agency. The Detention Admin Assistant/Bookkeeper works under the general supervision of the Jail Lieutenant. Duties are performed within the detention facility.

Classification Summary

The principal function of this position is to oversee the financial accounts and responsibilities within the Elmore County Detention Division and to ensure compliance with all federal, state, and county mandates. Responsible for record keeping activities associated with the financial and custodial operations of the detention division. Considerable latitude is granted to the employee, but work is subject to stringent state and county legal guidelines. This position may be trained to perform as a Jail Technician in the control center if manning requires. The principal duties of this class are performed in a work environment in which the employee is subject to potential personal danger.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

• Prepares financial reports, budget reports, and verifies each expenditure is consistent with the request for payment;
• Accounts for all bank deposits into multiple accounts;
• Perform monthly, quarterly, and/or yearly account reconciliations and reports as needed;
• Maintain accurate financial recordkeeping systems, both physical and electronic;
• Agency billing reports calculated monthly and sent to every agency who housed inmates in the Elmore County Detention Center for reimbursement of housing cost;
• Responds to and adjusts or explains discrepancies with Agency billing;
• Keeps an accurate and up-to-date revenue spreadsheet to assist the budget process;
• Account reconciliation to assert the accuracy of transactions;
• Monitor any variances from the projected budget;
• Prepares and submits ADP (Average Daily Population) reports monthly for inmate communication revenue;
• Agency revenue reports tallied each month and verified against billing reports;
• Maintains records of court ordered commitments; prepares and sends letters of compliance/non-compliance to the appropriate court;
• Organizing/maintaining electronic and paper files/records of all records pertaining to detention matters;
• Acts as the jail’s record custodian, ensuring all visitation sheets, bills, disciplinary reports, etc., are digitalized and kept on file for instant review;
• Maintains an up-to-date vehicle log of all Detention Center vehicles and any maintenance performed, and cost associated;
• Answers, screens, and transfers inbound calls;
• Coordinates with the Department of Correction to schedule assessments; shares authorized documents about inmates;
• Responds to and assists the public in the Detention Center lobby;
• Support through general clerical duties such as photocopies, fax and mailings, ordering office supplies, and tracking inventory;
• Independently purchases inmate snack-packs from commissary vendor, according to need, charges inmate accounts and distributes purchased items;
• Consolidates, prepares and submits bills to be paid on a bi-monthly basis;
• Assists and performs searches of inmates when necessary;
• Maintains accurate documentation for all facility inspections (ie. Idaho Sheriff’s Association inspection, Immigrations and Customs Enforcement inspection, US Marshal Service inspection, Elmore County Commissioners inspection, etc.)
• Possesses sufficient dexterity to manipulate keys and keyboards, operate levers and buttons, manually operate heavy doors and count, collect and inventory small items;
• Authorized signer for monies released from the Detention Center;
• Uses multiple software systems for daily logs, reports, booking of inmates, inventory of property, posting and check writing of monies to/from the Inmate Commissary Program;
• Providing real-time scheduling support by booking appointments and preventing conflicts;
• Schedules defendant’s jail time to be served, according to court documents, within and outside of Elmore County;
• Participates in planning of work to be done;
• Provides answers and feedback to inmates through the jail’s electronic grievance/request system;
• Responds to inmate’s questions/appeals concerning money issues;
• Performs administrative duties including policy suggestions and staff or inmate grievance procedures
• Provides regular communication with the Jail Lieutenant regarding facility operation and significant and/or controversial issues;
• Maintains jail arrest records and prepares reports as requested; verifies all personal inmate information is accurate and up to date and orders incorrect records to be corrected;
• Keep communication lines open with the public, inmates, staff, other agencies, and agency leadership;
• Public relations;
• Acts as the point of contact for internal and external vendors;
• Coordinates with IT consultants for office technology, software issues, and website updates;
• Promotes and monitors the safety and security of the facility when performing as Jail Technician, and all of its occupants including the inmates, employees and volunteers;
• Responds to citizens’ questions and comments in a courteous and timely manner;
• Performs all work duties and activities in accordance with County policies, procedures and safety practices.

Other Duties and Responsibilities

• As needed, performs and/or assists in the duties of Jail Technician (Control Room operators) or Sheriff’s Office administrative positions;
• Performs other related duties as required.

Required Knowledge, Skills and Abilities

Knowledge of:

• State and local laws related to criminal and civil, adult and juvenile crimes;
• County policy and procedures;
• Idaho Jail Standards;
• Safe and appropriate response to the public and persons in custody;
• Effective Public relation skills;
• Understanding accounting best practices;
• Strong organizational skills with the ability to multi-task
• Various processes related to the operation of a computer and associated software for word processing and spreadsheets;
• Effective interpersonal communication skills;

Ability to:

• Safely and appropriately respond to the public and persons in custody;
• Read and comprehend legal and non-legal documents, including the processing of such documents as medical instructions, commitment orders, summons, and other legal writs;
• Prepare investigative and other reports, using appropriate grammar, symbols, and mathematical computations;
• Interpret and apply accounting policies, rules, and regulations to all work in order to ensure compliance with applicable standards;
• Effectively communicate orally, in writing, and over law enforcement radio channels
• Have excellent time management skills and the ability to prioritize work;
• Assist and mentor Jail Technicians to ensure the quality and efficiency of work, understanding of their responsibilities and the resolution of their questions;
• Understand the foundational bookkeeping principles;
• Produce work with a high level of accuracy;
• Understand and apply departmental, state and local law enforcement procedures, policies and regulations;
• Analyze situations quickly and objectively; recognize actual and potential dangers within the jail and brief the Jail Lieutenant about the situations;
• Cope with stressful situations calmly, fairly, tactfully and with respect for individual rights within the detention center;
• Communicate clearly and concisely, orally and in writing;
• Prepare accurate and grammatically correct written reports;
• Monitors and schedules (Sheriff Inmate Labor Detail) SILDS program;
• Establish and maintain cooperative working relationships with those contacted in the course of work;
• Keep the Jail Lieutenant fully and accurately informed of work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Learn new aspects of work depending upon specialty assignment areas;
• Uphold the Law Enforcement Code of Ethics at all times;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Understand and follow oral and/or written policies, procedures and instructions;
• Take criticism and verbal abuse from inmates and their visitors without reacting in a negative manner;
• Demonstrate integrity, ingenuity and inventiveness in the performance of assigned tasks.

Acceptable Experience and Training

• High school diploma or GED equivalency;
• Bookkeeping/accounting certification or higher education;
• Two years’ experience as an Administrative Assistant and/or Bookkeeper; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Special Qualifications (where appropriate)

• Valid drivers license;
• Must meet all Minimum Standards, Hiring Qualifications, and Training Standards;
• Other certification may be required to perform specialized training.

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to establish, maintain and monitor a safe jail environment;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to provide overall safety and security for jail inmates, personnel and the general public;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to deal with aggressive, violent and combative inmates.

Position to remain open until filled.