Records Clerk - Mason, United States - Ingham County, MI

Description

Salary: $20.42 Hourly

Location : Mason, MI

Job Type: Regular Part Time

Job Number:

Department: Sheriff

Opening Date: 05/03/2024

Closing Date: 5/17/2024 11:59 PM Eastern

Bargaining Unit: UAW

Description

Under the supervision of the Command Officer, accurately performs a variety of records processing and maintenance functions and provides general clerical support to the Sheriffs Office. Types a wide variety of materials, sets-up and maintains filing systems, receipts and records monies that come into the Sheriff s Office, maintains central records. Enters and recalls warrants in the LEIN system. Assists the public in person and over the telephone.

Essential Functions

1. Regularly enters information pertaining to arrests, tickets, complaint reports, warrants, petition and bench warrants, and accident reports into computer. Reviews and codes all information for Michigan Incident Crime Reporting.

2. Types all case reports and supplemental information. Enters arrest information into computer for Michigan Incident Crime Report.

3. Sets up and types juvenile petitions, warrant letters, and various other legal documents and reports. Transcribes verbatim evidence such as taped confessions, statements and interviews for the Detectives. Types reports for Detectives involving all types of criminal activity.

4. Provides information to the public, courts, judges, county offices, and other state and local governmental agencies, in person and by telephone, explaining the policies and procedures of the office.

5. Sets-up and maintains filing systems, including indexing, retrieving and re-filing statements, police reports, traffic citations, inmate records, documents and general correspondence from the courts, attorneys, insurance companies, 'military and the public.

6. Responds to requests for accident reports from attorneys, insurance representatives. and others and prepares billings. Sends out subpoenaed records. Responds to other requests for records.

7. Maintains police records (complaints), Officer's daily reports, activity reports; billing statements and statistics.

8. Processes permits to purchase handguns and registrations of handguns.

9. Provides - information to the public on gun laws regarding permits to purchase handguns, concealed weapons and laws pertaining to handguns and explosives. Must be able to perform duties associated with MIPISTOL. Issues gun permits for other agencies in Ingham County. Performs research on applicant's criminal histories when necessary, including contacting other agencies. Research, contact MSP to update open LEIN on applicants' CCH's.

10. Performs fingerprinting and criminal history checks on applicants for employment. Criminal fingerprints for the courts.

11. Uses the LEIN system, including but not limited to entering, deleting, and modifying warrants , conditional bonds, apprehension orders, Personal Protection Orders and stolen property files and communicating on LEIN with other law enforcement agencies. Packs 55th District Court warrants /Animal Control warrants . LEIN validations, Coordinates with Dispatch and other agencies in the recovery of stolen items/vehicles/guns.

12. Maintains various records, documents and reports which are confidential , and complies with the Privacy Act and Freedom of Information Act in providing copies of various documentation . Process walk-in FOIA's, serves as back up to the FOIA Coordinator.

13. Process by computer entry traffic tickets, complaints, accident reports, as well as on-line statistics and other information with the State Police.

14. May provide reception services which includes receiving visitors to the Sheriff's Office, answering inquiries regarding office procedures, and/or directing to proper source, answering routing inquiries, takes messages for staff, and routing others to proper sources. Provides counter and telephone assistance to attorneys, insurance representatives , and the public.

15. Process schedules for performs data entry and runs reports for various departmental activities. Types, faxes, and copies departmental documents. Maintains paper and electronic files.

16. Register new sex offenders , verify sex offenders monthly, quarterly, yearly.

17. Assist Detective Bureau with compliancy of registered sex offenders by keeping detailed notes.

18. Mail process outgoing and incoming mail.

19. Process incoming packages, distribute them accordingly.

20. Prepares for audits - LEIN, NCIC, NCIS.

21. Puts together new hire packets for training.

22. Order supplies and keeps track of supplies for the Delhi Office.

23. Receive and log subpoenas for Deputies, Administration, and Civilians. Subpoenas received from Warrant Deputy, On-Base, and email from ICPO.

24. Accounts Receivable - process and bill for Mason Public Schools, Holt Public Schools, MSU Football games, Tri-County Metro, and special events. Provides itemized invoice and enter in the invoice tracking sheet. Send out emails to appropriate agency and follow up to verify payment.

25. Overtime for Deputies - post various overtime sheets for both Out-County and Delhi, disseminate to deputies and command.

Other Functions:

• Performs other duties as assigned.
• Must adhere to departmental standards in regards to HIPAA and other privacy issues.
• During a public health emergency, the employee may be required to perform duties similar to, but not limited to, those in his/her job description.

An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.

Employment Qualifications

Education: A minimum of a High School graduation or equivalent. Some advanced coursework in accounting/bookkeeping, business, and legal terminology is preferred.

Experience: A minimum of One year of secretarial or clerical related experience in a law enforcement setting or in the legal field is preferred.

Other Requirements:

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in. this job description. The qualifications should not be viewed as expressing absolute employment or prom optional standards, but as general guidelines that should be considered along with other job-r elated selection or promotional criteria.

Requirements and Working Conditions

Working Conditions:

• This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
• This position is exposed to communicable diseases, blood, other body fluids, etc.
• This position is exposed to individuals in crisis. These individuals may suffer from mental or emotional illness, have violent tendencies or be unconcerned with their personal safety and hygiene.

Physical Requirements:

• This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, crawl, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
• This position's physical requirements require continuous stamina in sitting, standing, typing and enduring repetitive movements of the wrists, hand or fingers.
• This position's physical requirements require little to no stamina in all other physical requirements listed above.
• This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
• This position's physical requirements require little to no stamina in all other physical requirements listed above.
• This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
• This position. primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.

This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.

UAW F

July 2023

This position is benefited and is subject to the UAW GROUP CBA.

Ingham County offers a wide range of benefits to support you in your career. View the for more information.

The current group contract can be viewed

01

Do you have a High School Diploma or equivalent education?

• Yes
• No

02

How many years of secretarial or clerical related experience in a law enforcement setting or in the legal field do you have?

• I have no experience
• I have 6 months of experience
• I have 1 year of experience
• I have 2 years of experience
• I have 3+ years of experience

03

Briefly describe your secretarial or clerical experience in a law enforcement setting or in the legal field, if not applicable type N/A

04

Please provide your Driver License number.

05

Did you submit a Cover letter and Resume?

• Yes
• No

Required Question