Administrative Clerk II - Central Records (Sheriff's Office)

This position is responsible for providing timely and professional customer service for public inquiries and responses to open records requests for the Sheriff’s Office. The duties of this position will require the viewing or listening of sensitive information and materials that may at times be graphic and disturbing in nature.  Time sensitive entry of emergency warrants, restraining orders, or injunctions may require availability outside of normal Monday – Friday working hours.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Answer telephone lines and effectively handle requests or properly route the calls to appropriate staff in the Sheriff’s Office, other county offices or outside agencies.

Provide information to the public regarding the Sheriff’s Office, the jail and other departments.

Assist the public, as well as attorneys, Probation and Parole agents and various law enforcement agencies at the front counter and over the phone.

Perform hit confirmations and enter detainers in the TIME system and records management system (RMS).

Enter felony, misdemeanor, traffic, child support and other warrants into RMS and the TIME system.  Ensure warrants get cancelled out of the TIME system immediately if the warrant is quashed or satisfied.

Process open records requests of various types and complexity from the public following state statutes and case law.  Ensure information is properly redacted prior to the release of records.

Process daily court list, communicating information with the District Attorney’s Office, Clerk of Courts, Court Security, and Jail.  E-refer cases to the District Attorney’s Office for lockups.  Process individuals who are on the court list for extradition.

Run criminal history and Department of Transportation records on individuals for submission to the District Attorney’s Office, ensuring the records obtained from the TIME system are for the correct subject.

Process bond payments for individuals incarcerated in the Walworth County Jail or other county jails and individuals not in custody.   Verify bond information through the RMS and/or by TTY with other law enforcement agencies.

Register professionals at the front counter for jail visitations.  Verify all personal and business information for visitors and obtain up-to-date contact information.

Obtain purge amounts and/or court dates for individuals arrested on child support commitments/warrants.

Create arrest entry in RMS for individuals confined on criminal warrants.

Assist deputies, detectives, jail staff and command staff with various office duties.

Send information on wanted individuals to various law enforcement agencies via TTY.

Scan various records into RMS and maintain database of all open records requests processed.  

Route incoming faxes to the proper individuals and/or divisions within the Sheriff’s Office and process faxes received for Central Records.

Enter temporary restraining orders, extensions, injunctions, and certificates of service into the TIME system.

Accept civil process paperwork at the front counter and enter the necessary information into RMS.

Track court dates and notify Jail Intake, Court Security, the District Attorney’s Office, and Clerk of Courts to ensure defendants that are charged criminally but not confined in the jail at the time of the crime are booked and printed prior to conviction.

Maintain cash drawer ensuring cash accountability and reconciliation with next shift.

Maintain visitor log and provide visitor passes for all individuals entering secured areas of the building.

Process sexual offender registration forms and maintain updated personal information in RMS on all sexual offenders residing in Walworth County.

Perform background checks on applicants for liquor and other related licenses as submitted by various townships within Walworth County.

Back up Administrative Clerk III and other Administrative Clerk II positions in Central Records as necessary.

Demonstrate a commitment to county safety and risk management efforts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or equivalent competencies, and two to three years of relevant prior experience. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs.  Proven experience with legal and medical terminology.

Knowledge, Skills and Abilities Required

• Knowledge of juvenile law, Health Insurance Portability and Accountability Act (HIPAA), Drivers Privacy Protection Act (DPPA), case law as it relates to decedents rights, open investigations, mental health records, releasing financial information, and utilizing the balancing test.
• Ability to utilize a wide variety of technology, computer software and digital media to perform to duties of the position.
• Ability to effectively communicate with and assist people of various socioeconomic backgrounds.

Certificates, Licenses, Registrations 

Advanced TIME Certification - If this certification is not held at time of hire it must be obtained within twelve (12) months of the date of hire as a condition of continued employment; failure to obtain said certification will be grounds for termination.

Interactions and Communications 

Responds to others' requests for basic and general information.

Decision Making 

This position has authority to make decisions that are within detailed procedures and protocols and under close supervision.   These decisions directly impact performance in the job and/or work unit within the department and information is provided to others for their decision making.

Thinking and Problem Solving 

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.

Tools & Equipment Used

Telephone                         Personal Computer/Printer

Calculator                          Electronic Scanner

Typewriter                         Copy Machine

Fax Machine

WORK ENVIRONMENT   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel.  The employee frequently is required to sit, stand and reach with hands and arms and talk or hear.  The employee is occasionally required to walk, climb or balance and stoop, kneel, crouch or crawl.  The employee must frequently reach with hands and arms and lift up to 10 pounds.  The employee may occasionally be required to lift up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Salary : $19 - $26