Records Clerk (Pottawatomie County Sheriff) at County of Pottawatomie – Westmoreland, Kansas

POSITION SUMMARY

Under the supervision of the Pottawatomie County Sheriff the Data Entry/Records Clerk is a non-exempt position under FLSA. All assigned duties and tasks performed by this position are to be done in an effective, efficient and safe manner. The jobholder must accept the responsibility to support and promote this organization's mission and comply with its directives. Personal conduct and behavior (on duty as well as off duty) must be such that it does not bring disrespect or unnecessarily endanger the public's trust or confidence in the agency or its members. This position requires the employee to be methodical in nature and pay close attention to details while doing data entry and while in the preparation and filing of records and reports. It is important that the employee feel comfortable while directly interfacing with members of the general public and either handle their requests personally or direct them to the proper person or agency that may help them.

Essential Functions

• Enters the departments data entry on a computer system

• Responds to requests for release of information from the public, other organizations, determines if the release follows proper guidelines

• Maintains arrest warrants, puts warrants in order, distributes warrants to appropriate parties

• Performs civil process duties as directed

• Maintains general department records, reports, and correspondences

• Receives bond money, determines if amount is correct, prepares deposit of bond funds, prepares appropriate documentation

• Files departmental offense and accident reports, files and processes reports, ensures that reports are sent to appropriate agencies

• Prepares monthly reports

• Maintain fingerprint cards

Marginal functions

• Answers incoming telephone inquiries and directs callers appropriately

• Duplicates date, information, and records, compiles records and reports

• Responds to routine inquiries from telephone callers and visitors. Directs information to other departments if necessary and reviews documents for accuracy, completeness, and proper signatures

• Prepares and forwards correspondence

• Assists with the development of the annual work plan and organizing duties into a yearly process

• Performs other duties as deemed necessary or assigned

Prerequisites:

A citizen of the United States Be 18-years of age or older

Possess a high school degree or valid GED

Possess a working knowledge of computers and general office machinery

Ability to read standard-sized text and view a computer screen for extended periods of time (Corrected or Uncorrected) as the position requires significant reading and processing of documents.

Must be able to type 50 words per minute, error free Must successfully pass a drug screening examination

Must successfully pass a thorough background investigation

Experience: A minimum of one year of similar or related experience is required. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months of employment.

Knowledge, Skills and Abilities: A working knowledge of computers, typewriters, adding machines, photocopiers and general office machinery is necessary. This employee should possess strong communication and organizational skills and must be a self-starter.

Knowledge of business English and arithmetic: Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to operate a computer, calculator and other related office equipment. Ability to concentrate on many different tasks at the same time, while there are constant interruptions, telephone calls, questions, etc. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

Problem Solving: The employee must be able to assist the general public with problems that arise and be able to link the public with the proper assistance.

Decision Making: Decision making in this position follow guidelines. Employee makes decisions about the most efficient method to perform general duties.

Supervision: This employee works with little to no direct supervision from the Pottawatomie County Sheriff and performs no supervisory duties.

Financial Accountability: This employee provides information about this division to the Sheriff for proper budgeting.

Personal Relations: Daily contact with co-workers, the general public, and other law enforcement agencies.

Working Conditions: 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.

While performing the duties of this job, the employee is occasionally exposed to wet and or humid conditions and outside weather conditions. The noise level is the work environment is usually moderate.

Physical Requirements: 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 will be frequently doing data entry, as well as the other essential functions. The employee will be required to sit, use hands and fingers, handle, feel, talk, and hear. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and or move up to 30 pounds.

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to successfully perform this job.

Reasonable accommodations may be made in order to perform the essential functions. This job description describes a general category of jobs. In order to meet the needs of the Pottawatomie County Sheriff's Office, employees may be assigned other duties, in addition to or in lieu of those described above, and any duties are subject to change at any time.