Administrative Jail Coordinator

Eau Claire County; Eau Claire (WI); On-site; USD 40,000 - 60,000; Full time

Job summary

Eau Claire County is seeking an Administrative Jail Coordinator to provide confidential administrative support to the Sheriff’s Office, linking administrative operations with daily jail functions.

You will manage warrants, court-ordered documents, transport schedules, notary duties, and reports across portal systems, ensuring accuracy, compliance, and timely communication.

Qualifications

• Two years of full-time administrative support including record keeping and legal terminology.
• One year proficiency with Microsoft Office software.
• High school diploma or equivalent required.
• Associate degree or coursework in administrative or related field preferred.
• Experience in correctional facility or law enforcement and knowledge of court systems encouraged.

Responsibilities

• Maintain data integrity for warrants and enter into Portal XL; prepare and distribute reports.
• Coordinate scheduling of writs, transport orders, and prison admissions with agencies.
• Operate portals and systems, verify data accuracy, and produce weekly reports.
• Notarize documents for inmates and arrange notary services.
• Handle cash deposits, deposits, and reconcile daily cash box totals.
• Coordinate TB testing notices and maintain staff training records.
• Maintain calendars and meeting minutes; serve as clerk for committees.
• Research data and prepare materials for administrative staff and sheriff's office leadership.

Skills

Administrative support

Customer service

Record keeping

Legal terminology

Data entry

Communication

Problem solving

Collaboration

Confidentiality

Notary support

Budgeting basics

Education

High school diploma or equivalent

Associate degree or coursework in administrative-related field

Coursework in administrative assistant, criminal justice, paralegal

Tools

Microsoft Office

Portal XL

Spillman

eTIME

Portal 100

Job description

The Administrative Jail Coordinator provides confidential administrative support and assistance to the Eau Claire County Sheriff’s Office in accordance with appropriate laws and regulations. This position serves as a vital link between administrative operations and daily functions within a correctional facility. The Administrative Jail Coordinator performs highly organized and detail-oriented tasks to organize and maintain records ensuring accuracy and compliance with regulations.

• Maintains data integrity for warrants by interpreting laws, court orders, and procedures; enters warrants and background checks into the Portal 100 software program; scans warrant worksheets, emails to respective department, and delivers to communication center; cancels all warrants cleared via communications center, District Attorney’s (DA) office, Clerk of Courts, Child Support Agency (CSA), or email from Court Services; places detainer/hold if needed at outside agency; retrieves all Portal 100 documents from the communications center.
• Executes exceptional organizational and problem-solving skills to schedule all writs, transport orders, and prison admissions; collaborates with other county, state, Department of Corrections, medical, and mental health facilities to coordinate transportation needs; contacts the DA’s office or CSA to see if Zoom meeting is feasible; schedules transport for transport officer to ensure timely transportation of people to and from court; coordinates pick up for releases from prison, mental health agencies, and other facilities as needed; documents all transport and video verification on proper tracking spreadsheet; reserves vehicles for training; schedules maintenance appointments for transport vehicles; invoices for extradition restitution; cooperates with outside transport companies to obtain quotes and schedule transportation as needed.
• Operates a personal computer utilizing a variety of standard and specialized software and online programs in accordance with establishes procedures; verifies accuracy of data entries; runs Criminal History Record Information (CHRI) in Portal XL for warrant checks; prepares various weekly reports in Spillman, saves and submits reports to respective recipient; runs, prints, and distributes eTIME reports to respective departments for completion; enters completed documents in eTIME; prints warrant validation certificates; retrieves data to compile and run reports.
• Applies Notary Public commission to review and evaluate requests from inmates; responds via email and schedules notary services with housing units; notarizes documents for inmates.
• Practices accurate bookkeeping skills honestly and with integrity; retrieves all cash deposits and checks; sorts, counts and verifies all money matches amounts in system; completes deposit slip, authorizes all checks and cash deposits, and prints deposit report; delivers deposit to the Treasurer; files weekly deposit slip, check receipt, and previous weeks bank deposit slip; submits ticket as needed for discrepancies or issues with cash box; tracks persons housed on Extended Supervision Sanctions and submits invoices monthly.
• Adheres to recommended standards and guidelines to manages tuberculosis (TB) testing for jail staff; sends out monthly notices for those due for a TB test; distributes reminder notices as needed; creates TB Test documents for new staff; invoices for completed TB tests; forwards TB documents to Human Resources for record retention.
• Employs expertise as TIME Agency Coordinator to maintain staff certifications; runs monthly report; assigns recertification in TRAIN for all staff with Portal100 or eTIME aaccess; distributes recertification notices and follow up as needed; removes staff no longer with the organization; adds new staff and assign snecessary training; completes bi-annual audits as needed; conducts staff background checks as required; ensures staff complete security awareness training; assists staff with resetting passwords or access for Portal 100 or eTIME.
• Maintains awareness of additional sources of funding, prepares State Criminal Alien Assistance Program (SCAAP) grant application; submits documents as requested, completed fund transfer and acceptance process; notifies departments upon acceptance of award.
• Demonstrates effective administrative and clerical abilities to create and maintain documents for the jail such as hearing/court schedules, transportation schedules, sign-out sheets, and calendars; sanitation logs; count sheets; cell checks; Field Training Officer documents; conference room schedules.
• Serves as clerk for committee meetings; prepares agendas; records and distributes minutes.
• Conducts research, compiles data, and prepares documents for consideration and presentation by administrative staff and committees; provides updates to Sheriff’s website.
• Maintains confidential program, participant, and organization information.
• Perform other related duties as required or assigned.

• High school diploma or equivalent.
• Two (2) years of previous full-time administrative support experience including record keeping, information dissemination, customer service, and legal process and terminology.
• One (1) year demonstrated proficiency in personal computer use with Microsoft Office software.

• Associate degree or coursework in administrative assistant, criminal justice, paralegal, or related field.
• Experience working in a correctional facility or law enforcement agency.
• Knowledge of court systems.
• Experience or training in practices and procedures for civil process.