Records Clerk Sheriff

Transcription

1 Job Announcement #7169 Jackson County Employment Opportunity The Jackson County Sheriff s Office is looking for those rare individuals who are energetic multi-taskers while retaining their attention to detail and processes. If you can do this, you could be a team member of our well-respected law enforcement agency. Jackson County strives to recruit, hire and retain the best employees! Position and Department Job Related Information Records Clerk Sheriff Starting Salary $17.64 Per Hour (Pay Range $17.64-$21.44/hr) Last Date to File Open until filled First review on May 28, 2018 Pre-Employment Requirements and/or Preferences This recruitment is a hiring pool for positions opening within the Records Clerk job classification. This is an open recruitment, with a first review date of 5/28/18. This position requires strong customer-service skills, while retaining accuracy of work product. Applicants should be capable in all Microsoft Word products. This position will require working in 24/7 shift patterns. Must pass a criminal background check prior to hire. Must pass a pre-employment drug screen prior to hire. Job Duties and Requirements I. Position Summary Under supervision to perform complex clerical duties which require considerable typing, filing, and computer skills. Requires personal relation skills in dealing with the public on the phone and in person. Non-sworn position within the Sheriff s Department assigned to the Criminal, Corrections, or Civil Division. II. Examples of Essential Position Duties Obtains information from individuals, recognizes physical characteristics, distinguishes colors and converts into computer coding and proper formats and/or initiates and completes appropriate forms and reports. Processes and releases inmates to include taking photos, inventorying personal property and obtaining personal information. Process inmate lodgings, process inmate releases, process inmate funds when lodged and released, handle process only s from court, answer incoming phone calls, schedule inmate visitation, facilitate inmate weekend visiting, type fingerprint cards, prepare inmate paperwork for court appearances, track inmate court appearances and the outcome of court proceedings, process court cards, prepare inmate paperwork for transfer to the work center or other institutions, run Criminal History as required,

2 assist walk in customers, handle bail transactions, generate and process appropriate paperwork, enter data into computer system, maintain file system. Reviews the defendant s criminal history and the Probable Cause affidavits and applies it to the classification program to ensure that inmates are appropriately and timely classified. Conducts needs assessments and risk evaluations on inmates. Obtains information from persons arrested and charged with a crime to be used in the pretrial release decision, eligibility for court appointed attorney and the risk assessment tool. Registers sex offenders, which includes taking photographs and obtaining personal information. Fingerprints individuals as prescribed by policy. Takes photographs of applicants applying for a concealed handgun license. Communicates effectively and coherently with inmates, the public, coworkers, and the media by giving information and directions and advising of appropriate processes. Answers telephones, routes calls to appropriate personnel, takes messages. Types and/or hand writes and completes standard forms and reports accurately. Converts written materials into computer coding, proper formats and enters data into a specialized computer system. Performs simple mathematical calculations. Conducts file and record searches of computer and paper files. Alphabetizes, indexes and/or files documents in prescribed order. Maintains a standardized file system. Comprehends handwritten and typed materials, computer screens, legal and non-legal documents, i.e. - teletypes, warrants, civil processes, court orders. Performs routine tasks and follows written and verbal instructions. Trains new personnel in office policy and procedures. Works rotating shifts and adjusted work schedules which include holidays and weekends; works overtime when required. Adheres to County and departmental policies and procedures as well as safe work practices, policies and procedures. Develops and maintains effective working relationships with other staff, public officials, the general public and representatives of other agencies. Attends and participates in required trainings. Has regular and reliable attendance. Performs other related duties as assigned. III. Minimum Requirements (Performance of the essential duties of this position includes the following requirements, physical demands and/or working conditions) Any combination of education and experience equivalent to a high school diploma, including or supplemented by courses in clerical/business procedures plus three years clerical experience. Must be eligible for and maintain LEDS certification. Position requires considerable knowledge of standard practices and procedures; ability to perform computer data entry at a minimum level of 7000 keystrokes per hour with a 97% accuracy rate and ability to accurately type 50 WPM on an electric/electronic typewriter and/or computer; ability to perform simple mathematical calculations; possess knowledge of conventions of standard written English; ability to walk short distances (25 yards or less) repeatedly; ability to twist, bend, squat, or stoop to access file cabinets; ability to reach up to 5 feet to grasp files and manuals; ability to hear and understand conversations and telephone conversations with a high degree of background noise present; ability to evaluate, react, and respond to situations that arise requiring independent thought; ability to prioritize work; ability to perform multiple tasks while

3 dealing with frequent interruptions; ability to learn routine tasks, understand concepts, rules and procedures; ability to follow written and verbal instructions; possess organizational skills; posses sufficient dexterity to manipulate keyboards, operate buttons, collect and inventory small items, open drawers and cabinets, file documents in file cabinets, research manuals, grasp papers; ability to establish and maintain effective working relationships; ability to sit and stand for periods of up to 12 hours per day; ability to work in confined/locked office areas; exposure to body odors, aerosol restraint spray, and other offensive odors; ability to endure verbal and mental abuse when confronted with the hostile views and opinions of inmates and other people encountered in an antagonistic environment; ability to deal with violent and/or intoxicated individuals, crime victims, and emotionally distraught individuals. IV. Typical Employee Characteristics Adaptable Be a good listener Calm Compassionate Control emotions Cooperative Decisive Diplomatic Patient Perform well under stress Polite Possess a high degree of common sense, self-initiative, honesty and integrity Work harmoniously with fellow employees V. Equipment Utilized (but not limited to) Calculator Camera Cash register Computer terminal/printer Fax Machine Fingerprint machine Hole punch Intercom Laminator Paper cutters Pen/pencil Photocopier Scissors Scanner Stapler Telephone Tenprinter Transcription machine VI. Licenses, Certificates and Other None VII. Physical Demands (Performance of the essential duties of this position includes the following physical demands and/or working conditions) Typically requires climbing, stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing, and repetitive

4 motions. Occasionally requires exerting up to 20 pounds of force to move objects. Minimum physical effort is required. Some positions require driving. VIII. Working Environments Work is performed in an office environment and may include exposure to disruptive people. IX. Additional Information This classification description is not intended to be an exhaustive list of duties, knowledge, skills, abilities, or requirements, as any one position in this classification may be assigned some or all of these duties, in addition to other duties not explicitly listed here. The various duties, responsibilities and/or assignments of this position may be unevenly balanced and change from time to time based upon matters such as, but not limited to, variations in the shift, work demands, seasons, service levels and management s decisions on how to best allocate department resources. Any shift, emphasis or rebalancing of these assigned duties, responsibilities and/or assignments does not constitute a change in the job classification. Benefits Jackson County Benefit Summary - JCSEA Jackson County provides an excellent, generous and comprehensive benefits package for eligible employees and their dependents, as applicable. This overview provides highlights of the comprehensive benefits package Jackson County JCSEA employees receive. If any statement conflicts with the applicable plan documents, Codified Ordinance, Jackson County policies, and/or collective bargaining agreement, the applicable documents will govern. Insurance Health Insurance As of October 1, 2017, regular full-time employees and their eligible dependents receive medical insurance, including prescription and chiropractic, dental, and vision coverage at no cost to the employee. Regular fulltime employees may not waive coverage. Regular part-time employees may enroll in the full plan, with prorated composite premium depending on their fulltime equivalent (FTE), or may elect to waive benefits. Coverage begins on the first of the month following an employee s date of hire. Group Life Insurance and Accidental Death and Dismemberment Fully funded for regular full-time employees (prorated for regular part-time employees), the benefit is equal to one and one-half times the employee s annual salary, up to a maximum of $50,000. Long-Term Disability Fully funded for regular full-time employees (prorated for regular part-time employees), employees are eligible the first of the month coinciding with 30 days from date of hire. Benefits are payable after a waiting period of 60 days at a rate of 66 2/3 percent of base salary, up to a maximum monthly benefit of $5,000. Voluntary Accidental Death and Dismemberment Regular employees may choose to participate in additional AD&D coverage through payroll deduction, and have the choice of plan and coverage amounts. Leaves

5 Vacation Regular full-time employees earn vacation leave at a rate of 12 to 25 days annually depending upon months of continuous full time service. Regular part-time employees accrue vacation leave on a prorated basis. Employees can carry forward up to two times the annual vacation accrual (prorated for parttime employees). Vacation leave cannot be used during the first six full months of regular employment. Once per fiscal year, employees may request to be paid for vacation accruals, provided specific requirements are met. Months of Continuous Full Time Service Annual Vacation Accrual 12 months 12 days (3.70 hours/pay period) 13 to 36 months 13 days (4.00 hours/pay period) 37 to 60 months 15 days (4.62 hours/pay period) 61 to 120 months 17 days (5.24 hours/pay period) 121 to 180 months 20 days (6.16 hours/pay period) 181 to 240 months 22 days (6.77 hours/pay period) Over 240 months 25 days (7.70 hours/pay period) Sick Leave Regular full-time employees earn sick leave at the rate of 3.70 hours per pay period (12 days annually), which starts to accrue during the first pay period and may accrue without limit. Regular part-time employees accrue sick leave on a prorated basis. Accrued sick leave may be used as soon as it is accrued. Holidays In lieu of holidays, each regular full-time employee receives, on July 1, a block of 12 days (96 hours; prorated for regular part-time employees). Employees hired after July 1 will have holiday hours assigned on a prorated basis. Unused holiday hours at the end of the fiscal year cannot be carried forward. Holiday hours remaining at the end of the fiscal year will be paid to the employee at the employee s regular straight-time rate of pay. All personnel regularly assigned to investigations, property, civil, evidence and Court security or day shift will use this block of hours on those holidays the Jackson County Courthouse is customarily closed or the State courts are closed. Retirement Oregon Public Employees Retirement System Jackson County participates in the State of Oregon Public Employees Retirement System (PERS). PERS has Tier One, Tier Two, and the Oregon Public Service Retirement Plan (OPSRP) pension programs, as well as the Individual Account Program (IAP). Tier One covers members hired before January 1, 1996; Tier Two covers members hired between January 1, 1996 and August 28, 2003; and OPSRP covers members hired on or after August 29, IAP contains all member contributions (6% of covered salary, currently Countypaid) made on or after January 1, The legislature created the IAP in 2003 to provide an individual account-based retirement benefit for new workers hired on or after August 29, 2003, and for Tier One/Tier Two members active on or after January 1, The IAP benefit is in addition to the member s other retirement program benefit (i.e., Tier One, Tier Two, or OPSRP). Employees are automatically vested in their IAP account when their account is established. OPSRP is designed to provide approximately 45 percent of an employee s final average salary at retirement (for a general service member with a 30-year career or a police and firefighter member with a 25-year career). OPSRP General Service: Unless employees are in a police or firefighter position, they are considered a general service member. In addition to other retirement programs or any social security benefit, when employees retire, if vested, PERS will calculate monthly benefit using the following formula:

6 1.5 percent x years of retirement credit x final average salary. Normal retirement age for general service members is age 65, or age 58 with 30 years of retirement credit. General Service Benefit Calculation Example (employees can estimate their benefit using any number of years and any final average salary) Final average salary: $45,000 Retirement credit: 30 years as an OPSRP member 30 (years) x 1.5 percent = 45 percent 45 percent x $3,750 (final average monthly salary) = $1, Single Life Option monthly benefit = $1, ($20,250 annual benefit) OPSRP Police and Firefighter (P&F): To be classified as a P&F member at retirement, employees must have been employed continuously as a P&F member for at least five years immediately preceding their retirement. In addition to other retirement programs or any social security benefit, when employees retire, if vested, PERS will calculate monthly benefit using the following formula: 1.8 percent x years of retirement credit x final average salary. Normal retirement age for P&F members is age 60, or age 53 with 25 years of retirement credit. P&F Benefit Calculation Example (employees can estimate benefits using any number of years and any final average salary) Final average salary: $45,000 Retirement credit: 25 years as an OPSRP member 25 (years) x 1.8 percent = 45 percent 45 percent of $3,750 (final average monthly salary) = $1, Single Life Option monthly benefit = $1, ($20,250 annual benefit) Voluntary Deferred Compensation Program Jackson County offers regular employees the option to enroll in IRS Section 457 Deferred Compensation Retirement Plans. The employee defers compensation through voluntary payroll deductions into this supplemental retirement plan. The 457 plan is a separate retirement plan from PERS. Other Benefits Health Reimbursement Arrangement/Voluntary Employee s Beneficiary Association (HRA VEBA) Employees participate in an HRA VEBA plan through Gallagher VEBA. The pre-determined funding arrangement is chosen by the Union. Voluntary Direct Deposit An employee may choose to have their payroll check automatically deposited into their bank account. Employees can choose up to four accounts to receive direct deposit funds. Most banks allow participation of this program. Voluntary Flexible Spending Account (FSA), Section 125 Plan The FSA is a tax-free regular employee-funded account. Regular employees may choose to participate in pre-tax health insurance premiums, out-of-pocket unreimbursed eligible health care expenses, dependent care expenses, and qualified transportation expenses, in order to have before-tax dollars deducted from their paychecks. Employee Assistance Program (EAP) Fully-funded by the County, the EAP provides confidential services to help people privately resolve problems that may interfere with work, family, and life. EAP is offered to regular employees,

7 their dependents, and any household members. Services include up to four faceto-face counseling sessions per issue per year, 24-hour phone crisis access to counselors, and convenient access to on-line consultations with licensed counselors. To Apply Submit Application To Jackson County Human Resources 10 S. Oakdale Avenue, Room 200 Medford, Oregon Or on-line at Equal Opportunity Employer JACKSON COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER We do not discriminate on the basis of race, religion, color, sex, age, national origin or disability. Upon request, special accommodations and/or assistance will be gladly provided for any applicant with sensory or non-sensory impairments. Because of the Immigration Reform Act of 1986, persons hired by the county must be able to present acceptable documents verifying identity and authorization to work in the United States. For a copy of Jackson County s Equal Employment Opportunity Plan, visit our web site at or call

8 Supplemental Question Required. (Answers must be attached to your employment application for this position. Attach separate pages if needed.) 1. What is your experience working shifts? Please mark all that apply to you. I have worked a day shift (8 to 10 hours in a day, within a time range anywhere from 6 am to 6 pm) I have worked a swing shift ( 8 to 10 hours, within a time frame from 2 pm to 3 am) I have worked a graveyard shift (8 to 10 hours, within a time frame from 8 pm to 10 am) 2. Typically newly hired records clerks work a graveyard shift for 5 years or more. How feasible is this for you? Not at all I would need to work another shift It could be accomplished Whatever the job requires, I can do Whatever the job requires, but I would need to limit the time I spent on that shift 3. This position could well require mandatory overtime. Are you able to accommodate extra work hours, with very short notice? Not at all Sometimes, but it would depend I can work whatever is required of me 4. What is the longest period of time you have worked for one employer? 24 months or less Greater than 24 months but less than 60 months Greater than 60 months 5. What do you require from your boss to be happy at the workplace? Please answer in 30 words or less. 6. Have you ever been convicted of a crime? (A conviction does not necessarily disqualify you from employment, but an incomplete answer will. Each conviction will be reviewed with respect to the position for which you applied.) Date(s) and Charge(s):