Records Clerk (Civil Division)

Sheriff's Office Records Technician

Reports to: Captain, Lieutenant, or Sergeant depending on assignment. FLSA Status: Non-Exempt Classification: Personnel System- Requires satisfactory completion of a six month probationary period. Pay Grade: 112 Safety Sensitive: No

Purpose of Job

The purpose of this job is to provide technical and administrative support to the Sheriff's Office. Duties and responsibilities include, but are not limited to, processing and maintaining accurate records, receiving, verifying, entering, maintaining, and correcting data as necessary; processing accurate GCIC records; receiving, docketing, and processing warrants; monitoring and dispatching radio traffic for road, courthouse, and civil deputies; maintaining warrants filing system.

Work Schedule: Monday - Friday 8:00 AM - 5:00 PM. May be required to work on religious holidays. Regular and predictable attendance is required. Must work cooperatively with others. When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

Minimum Training & Experience Required to Perform Essential Job Functions

High school diploma or equivalent with two years of clerical, secretarial, or general office related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must be or have the ability to acquire Notary Public status. Must obtain the GCIC Inquiry Level Operator Certification within the first 90 days of employment. Vocational/Technical degree in General Business or Secretarial Sciences or related discipline preferred.

Essential Duties, Responsibilities

The following duties are normal for this job depending on division assignment. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Answers telephone, screens all incoming calls, answers routine questions and complaints and/or refers caller to appropriate personnel or agency. Compiles and prepares information for statistical reports, memorandums, correspondence and minutes; obtains, prepares, and maintains records and other court related documents; receives, maintains and enters dockets, court dispositions, bond hearing dispositions and warrants into computer. Monitors and responds to all radio traffic for deputies in the field and warrant divisions; dispatches deputies to certain locations and provides timely radio responses to deputies. Runs necessary daily reports to be distributed to State Probation, Parole, local newspaper, Solicitor's Office, D.A.'s Office and various attorney's offices. Places, verifies, releases holds and checks warrants in other counties or other states; processes warrants received from other agencies; removes warrants that have been served or cancelled from GCIC. Enters GCIC warrants and prepares daily reports for GCIC according to the policies and procedures of GCIC/NCIC within 12 hours; retrieves reports from GCIC on wanted persons, compiles statistical data from GCIC reports and completes LEDS worksheet on wanted persons; compiles and mails monthly GCIC housing report and social security report; checks the AS400 warrant system to see if warrant is still active. When assigned to Civil Process Receives all civil process papers from various Courts (Magistrate, State and Superior). Organizes and enters civil process papers into subpoenas, dispossessory, child support, garnishments, evictions, and DFACS into the system. Dockets civil papers in the docket book, records type of service in docket book. Confirms and ensures deputies have properly completed, signed and dated the return of service before sending the papers back to the various Courts or Attorneys. For those civil process papers that are not served, ensure service fees are properly refunded and entered into the system. Answers questions and complaints and provides information to Plaintiffs and Defendants with regard to the civil process papers being served. Schedules evictions with plaintiffs and places pertinent information on the calendar for deputies to check and ensure evictions are completed. When assigned to GCIC Validation Receives GCIC validation report, checks case files to determine if information is accurate, complete and current, enters names, cross checks queries with GCIC and validates the warrants, advises GCIC of the status of reports and ensures timelines are strictly followed. Checks the original warrant, warrant docket, courts or other sources to insure each warrant support the record entry is valid, completes blue cards, enters information into AS400, and runs driver history and criminal history files from GCIC to obtain any additional information that makes the entry more complete. Makes supplemental entries, modifies entries and makes changes as more information becomes available. Records may indicate that a caution indication should have been used on an entry, cancels and reenters using the appropriate caution screen. Cancel and clear all records that are invalid, recalled, dismissed or have gotten a locate message. Conducts the 2nd person review daily on all warrants that were served, quality check that the deputy has properly completed and signed the log. Coordinates with probation offices to get files corrected as required. Contacts prosecutor to obtain information on extraditions from jurisdictions within the limits cited, checks with investigators and prosecutors to determine if the case is prosecuted, cancelled or dismissed. Provides GCIC auditors with complete, accurate and quality information when compliance audits are conducted. Ensures GCIC rules, regulations and requirements are followed, serves as the point of contact for validations and other GCIC/NCIC related matters, and ensures compliance with terminal agency responsibilities as required. When assigned to Jail Operations Collects, verifies, and types arrested persons' fingerprint cards; forwards cards for mailing to GCIC and appropriate courts; verifies, collects and enters data received from Automated Fingerprint Identification System; processes fingerprint cards and offender based tracking system reports. Generates personal history and affidavit of custodianship records for Department of Corrections, maintains an ongoing list of State inmates reported to Department of Corrections; verifies and maintains list of inmates serving weekends or reporting to jail to serve sentences; compiles and distributes daily transport list for inmates being shipped to other facilities. Verifies accuracy on all jail subsidy payments received from Department of Corrections. Composes monthly billing statements for submission to outside agencies or payment invoices to be paid from the inmate needs account. Prepares accounting report for commissary and medical services and deletes money from inmate accounts and tracks incoming money orders and returned money orders. Receives, records, and forwards all payoff received in the mail and all out of county bonds to appropriate courts. Assists in training of new employees for correct data input and booking procedures, enters new employees on JALAN system and Lotus Notes for e-mail access. Inspects and prepares outgoing and incoming mail for inmates, distributes mail and indigent supplies, reviews inmate visitor list for accuracy and updates as necessary. Issues program materials to inmates, prepares group activity rosters for programs at the jail, maintains list of inmates on group activity restrictions; schedules weekly religious services for inmates; maintains up-to-date files and rosters on all religious workers and programs volunteers. Enters Writ of Fieri Facias (FiFa), dockets and indexes FiFa papers when original has been received; receives payments on FiFa and prepares all forms of Levy on FiFa (newspaper ads, etc.), and prepares and submits FiFa monthly reports. Transcribes all interviews recorded on tapes from Sheriff's internal investigation, directs the inmate intake interview, runs criminal histories and warrants checks; compiles information from Watch Commander's report detailing jail activity and other jail reports for outside agencies. Receive and assist public lobby visitors, provide information and direction as needed, assist visitors to conduct inmate video visitation and monitor visitation lobby area. Scans and files records as directed including Watch Commander packages, inmate folder documents, classification records, documents, and reports; conduct quality assurance checks on filing system for scanned documents. Retrieve, duplicate and provide records as needed to support Open Records Requests to include paper, electronic, and video records. Performs other related duties as required.

Supplemental Information

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery/equipment including computers, telephones, calculators, printers, copiers, fingerprint boards, etc. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to ten pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work. DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things. INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes receiving assignments from supervisors. LANGUAGE ABILITY: Requires ability to read a variety of criminal codes, accounting records, government regulations, manuals and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare budget balance reports, overtime reports, various logs, etc. using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence. INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent