Jail Records Clerk
Jail Records Clerk
Posted on :
26-05-2025
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1 Vacancy
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Job Description
Marion County requires on-site work. Remote work is not available.
- The Marion County Sheriffs Office is seeking applicants for a Jail Records Clerk position. As a part of our records team Jail Records Clerks manage files process warrants and perform a variety of essential administrative tasks to support the safe and efficient operation of the Marion County Jail which operates 24 hours per day 365 days a year. We believe every employee at the Sheriffs Office plays a critical role in public safety and service to the community. The ideal candidate will have excellent communication skills be service oriented and be willing to work in a team environment.
This position is represented by the Marion County Law Enforcement Association. In addition to the salary range listed above Jail Records Clerks with the Sheriffs Office receive a generous benefit package including:- Medical and dental insurance with generous employer contribution (Marion County pays 95%)
- PERS & OPSRP Retirement (Marion County pays employees 6% contribution)
- Paid vacation and sick leave
- 13 paid holidays per year
- Shift differential
- Employer provided Group Term Life Insurance
- Employer provided Long Term Disability Plan
- Voluntary Term Life Insurance
- Voluntary Short-Term Disability
- Voluntary Deferred Compensation Plan
- Employee Assistance Program
- Retirement medical trust with employer contributions
Typical Duties - Duties include but are not limited to the following
Data Entry and Computer Tasks
- Works in a twenty-four (24) hour seven (7) day a week facility with rotating shift schedules and workstations. This may require working day swing and night shifts weekends holidays and overtime.
- Independently performs a variety of specialized duties in a controlled environment and operate with a high degree of accuracy specialized computer program which include the Jail Management System (JMS) the Law Enforcement Data System (LEDS) Microsoft Office suite Oasis etc.
- Provides information and assistance to the public and other public safety personnel; requiring a knowledge and application of Marion County Jail procedures; assist deputies with law enforcement regulations policies and procedures intake and release procedures.
- Reviews a variety of documents (such as booking sheets probable cause statement court judgments and others) for accuracy and completeness. Correctly interprets these same documents when using them as the source of information for data entry into JMS.
- Works under pressure to meet timelines varying volume of workload and diversity of tasks.
- Creates manages and purges adult in custody (AIC) files maintains these files in correct alphabetical order and other related filing systems in date or numeric order as required.
- Locates and confirms Restraining Orders Stalking Orders Runaways Stolen Vehicles etc. by checking files and Oasis.
- Enters data into the Law Enforcement Data System (LEDS) and National Criminal Information Center Data System (NCIC) on Restraining Orders Stalking Orders runaways stolen vehicles and articles towed vehicles (private party and Police) etc.
- Receives and maintains a LEDS Emergency Broadcast Board and distribute the information to a variety of Law Enforcement Departments.
- Maintains the ability to Notarize documents and obtains Inquiry/Entry Level Certification from LEDS.
- Creates manages maintains submits and/or retrieves archives files in accordance with Marion County Jail and State Archive guidelines.
- Assists in AIC transports by entering data into the appropriate data system to assure AICs are transported in a timely manner.
- Extracts a variety of criminal and non-criminal data from various reporting sources (CCH DMV DAs files); checking confidential and sensitive information from sources using data for entry into appropriate automated local state and/or national computer records system.
- Verifies accuracy of all warrants entered into LEDS and NCIC in accordance with the guidelines.
- Processes criminal warrants through the automated LEDS; confirms warrants granting powers of arrest to local and out-of-state law enforcement officers; ensures invalid recalled and canceled warrants are returned to the appropriate courts in accordance to LEDS and Court requirements.
- Maintains modifies and validates purges in accordance to LEDS and Court Guidelines.
- Maintains stats on warrants on a daily and monthly basis.
- Communicates effectively with the public co-workers and other criminal justice agencies.
- Communicates information to appropriate supervisors when Enforcement Deputies or Records SSTs call in sick.
- Maintains phones and communicates information received on calls for 10 most Wanted and Amber Alert to the appropriate personnel.
- Routinely uses standard office equipment.
- Maintains checks and orders supplies for the operation of the unit.
- Attends and participates in facility meeting and training as required.
- Performs other duties as assigned.
Requirements for the Position
EXPERIENCE AND TRAINING
- Graduation from high school; AND
- Two years of employment experience which includes utilization of a personal computer; OR
- Any satisfactory combination of work education training or experience relevant to the position as determined by Marion County.
NECESSARY SPECIAL REQUIREMENTS- The finalist for this position will be required to pass a criminal history background check including finger printing; however conviction of a crime may not necessarily disqualify an individual for this position.
- This is a safety sensitive/special needs position. Final candidates selected for this position will be required to pass a pre-employment drug screen including testing for marijuana. The Marion County Drug and Alcohol Use and Testing Policy can be found at: or obtain within six (6) months of hire Notary Public in the State of Oregon.
- Possess or obtain within six (6) months of hire Law Enforcement Data System (LEDS) certification.
Knowledge of Oregon law pertaining to the criminal justice system office practices and procedures; business grammar and spelling; general record keeping practices; math and basic bookkeeping practices; and office equipment and various computer hardware and software systems.
Skill and ability to accurately and effectively record a variety of information; follow general procedure and program policies; interact with others in a courteous professional manner; work under pressure to meet timelines; manage varying volumes of workload and diversity of tasks; concentrate on work amid distractions; effectively use computer systems; understand and effectively follow oral and written instructions communication and procedures; apply newly assigned procedures and practices to specific work assignments; keyboard at an acceptable speed; provide backup to other positions as needed; in a 24-hour 7-day/week operation with rotating shift schedules. This includes working day swing and night shifts weekends holidays and overtime as required. May be assigned to a secured facility i.e. corrections institution. Must be able to maintain confidentiality in dealing with sensitive information.
The position of Jail Records Clerk falls within our Support Services Technician classification. For additional information about the Support Services Technician classification please visit here.
PUBLIC SERVICE LOAN FORGIVENESS
Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your loan eligibility should be directed to your loan servicer or the US Department of Education.VISA SPONSORSHIP
Marion County does not offer VISA sponsorship. Within three days of hireyou will be required to complete the US Department of Homeland Securitys I-9 form confirming authorization to work in the United States. Marion County is an E-Verify employer and will use E-Verify to confirm that hires are authorized to work in the United States.VETERANS PREFERENCE
Applicants are eligible to use Veterans Preference when applying with Marion County in accordance with ORS 408.225 408.230 and 408.235 and OAR and . Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.DOCUMENTS REQUIRED FOR VETERANS PREFERENCE
- One of the following:
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
- Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
- Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
- In addition to one of the above documents Disabled Veterans must also submit one of the following:
- A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
- Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
You can request copies of your military service record through the National Archives website at County is an Equal Opportunity Affirmative Action Veteran and Disability employer committed to increasing the diversity of its workforce.
Applicants with a disability may request reasonable accommodation through Human Resources in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mailHuman Resourcesif you wish to request an accommodation.
- One of the following:
Employment Type
Full-Time
Key Skills
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