Night Shift Records Clerk Sheriff's Office

Night shift position open in Intake/Booking working 7:45PM-7:45AM.

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 Sheriffs 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.

Job Related Requirements

Work Schedule: Night Shift 7:45PM - 7:45AM (12hr Shift). Weekends and holidays. Overtime may be required from time to time.

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 ACCs safe driving policy.

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 theGCICInquiry Level Operator Certification within the first 90 days of employment.

Vocational/Technical degree in General Business or Secretarial Sciences or related discipline preferred.

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 Solicitors Office D.A.s Office and various attorneys 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 orcancelledfromGCIC.

EntersGCICwarrants and prepares daily reports forGCICaccording to the policies and procedures ofGCIC/NCIC within 12 hours; retrieves reports fromGCICon wanted persons compiles statistical data fromGCICreports and completesLEDSworksheet on wanted persons; compiles and mails monthlyGCIChousing report and social security report; checks theAS400warrant 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 toGCICValidation
ReceivesGCICvalidation report checks case files to determine if information is accurate complete and current enters names cross checks queries withGCICand validates the warrants advisesGCICof 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 intoAS400 and runs driver history and criminal history files fromGCICto 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.

EnsuresGCICrules regulations and requirements are followed serves as the point of contact for validations and otherGCIC/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 toGCICand 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 ofFieriFacias(FiFa) dockets and indexesFiFapapers when original has been received; receives payments onFiFaand prepares all forms of Levy onFiFa(newspaper ads etc.) and prepares and submitsFiFamonthly reports.

Transcribes all interviews recorded on tapes from Sheriffs internal investigation directs the inmate intake interview runs criminal histories and warrants checks; compiles information from Watch Commanders 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.

Knowledge Skills and Abilities
Knowledge of the policies procedures and activities of the Sheriffs Office as they pertain to the performance of duties relating to the position of Sheriffs Records Technician.

Knowledge of the terminology used within the department.

Knowledge of unified government policies civil and criminal laws FIFA Official Codes Manual Georgia Law Enforcement handbook filing systems and procedures and methods as required in the performance of duties.

Knowledge of software programs AS400 County System and G.C.I.C. terminal.

Knowledge of office and fingerprint equipment such as computers telephones calculator printer copier fingerprint board etc.

Ability to compile organize prepare and maintain an assortment of records reports and information in an effective manner and according to departmental and/or governmental regulations.

Ability to communicate effectively with supervisors and other staff members.

Ability to use independent judgment in routine and non-routine situations.

Ability to handle required mathematical calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan organize and/or prioritize daily assignments and work activities.

Ability to comprehend and apply regulations and procedures of the department.