GENERAL PURPOSE
The Clerical Technician 3 – Corrections performs advanced clerical work with responsibility for the performance of procedural tasks in the area of specialization. Work includes or may include carrying out involved, multi-step procedures usually requiring gathering and/or verifying information, comparing against established standards, and determining conformance to requirements and/or further action needed. This class is differentiated from related classes by the incumbent’s individual responsibility for independently carrying out assigned processes.
SUPERVISION RECEIVED
This position reports directly to the Corrections Coordinator or Administrator in the assigned department.
SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.
ESSENTIAL DUTIES OF THE POSITION
Answers incoming phone calls and assists the caller or forwards to the proper department when needed.
Answers general inquiries from other County departments or other correctional facilities.
Receives and processes incoming correspondence. Refers to next level staff for further review or processing if necessary.
Checks incoming correspondence for completeness of information required. Enters information into the appropriate database and forwards or notifies other staff and/or supervisors.
Creates files and maintains filing system of inmate records and other records on alphabetic, chronological, numeric or other basis. Pulls and reviews files and refers to the appropriate worker or supervisor when action is required. Retrieves requested materials from files.
Runs daily reports concerning the function of the specific department.
Maintains daily lists of activities to ensure proper documentation received when needed.
Maintains records and logs containing various information and produces reports when needed.
Works with other County departments or other correctional facilities to accomplish scheduling of inmate evaluations or other corrections-related tasks.
Coordinates with security staff to have inmates present for appointments.
Maintains confidentiality of inmates’ personal information, including HIPPA protected information.
Enters jail generated paperwork into the jail management system.
Enters inmate evaluation results into the jail management system and refers cases for follow-up when needed.
Processes inmate payroll for Work Release.
Makes bank deposits when necessary.
Records financial information and provides reports monthly and annually.
Schedules, organizes and notifies parties of meetings, conference, hearings and similar activities.
Assists other staff members as needed.
*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
REQUIRED MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE: Completion of a High School, or general equivalency diploma; AND
At least two (2) years of general clerical work experience in an administrative, professional, governmental or judicial setting; AND
One (1) year of experience in a correctional environment is preferred.
Must maintain annual certifications in First Aid, CPR (Cardio Pulmonary Resuscitation) and AED (Automated External Defibrillation).
BACKGROUND INVESTIGATION: As a post-offer, prerequisite for appointment, appointees must pass a criminal history check.
URINE DRUG SCREEN – As a post-offer, prerequisite for appointment, appointees must pass a urine drug screen.
Employees assigned to this title will be required to submit to a Criminal Background Check and Child Abuse Clearance at least every three (3) years, per PREA (Prison Rape Elimination Act). Employees will be required to stay aware and adhere to PREA regulations and understand the circ*mstances of said Federal regulations.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of clerical practices and procedures commonly employed in corrections.
Knowledge in clerical accounting methods and techniques used in maintaining established accounts, posting and balancing transactions, and compiling reports.
Knowledge of Microsoft Office and ability to navigate through the jail management system.
Knowledge of County government processes and government terminology.
Ability to interpret and apply policies and procedures.
Ability to interpret court documents and schedule court ordered evaluations or determine where to refer for action.
Ability to enter data into the jail management system efficiently and accurately.
Ability to work independently as well as in a team setting.
Ability to follow both verbal and written instructions to perform duties as assigned.
Ability to read, write, speak, understand and communicate in English to perform the duties of this position.
Ability to establish and maintain effective working relationships with officials and representatives of other agencies, prisoners, associates and the public.
Ability to prepare, edit and maintain accurate documents, reports, records, files and materials.
Ability to read, understand and interpret technical materials concerning corrections and the criminal justice system.
Ability to plan, organize and prioritize tasks in order to complete assignments and meet deadlines.
Ability to handle confidential information in an effective and discreet manner.
Ability to understand and implement inmate payroll practices.
Ability to maintain accounting records and produce reports as requested.
Any other duties that may be assigned.
TOOLS AND EQUIPMENT
Personal computer (including Microsoft Office applications and other specialized software), telephone, calculator, portable radio, copy machine, fax machine, scanner and first aid equipment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to stand, walk, sit and talk or hear.
The employee must occasionally lift and/or move up to thirty-five (35) pounds.
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.
WORK ENVIRONMENT
While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and is exposed to normal indoor dust/dirt.
The noise level in the work environment is usually moderate and inmates under supervision may be in the same area as the employee.
FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: RU-15
UNION STATUS: AFSCME RESIDUAL NON-PROFESSIONAL UNIT
Updated December 2023
