Administrative Jail Coordinator

University of Wisconsin-Eau Claire; Eau Claire (WI); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Paid Time Off

11 Paid Holidays

Wisconsin Retirement System

Job summary

Eau Claire County is seeking an Administrative Jail Coordinator to provide confidential administrative support to the Eau Claire County Sheriff’s Office. The role links administrative operations with daily jail functions, maintaining records with accuracy and regulatory compliance.

The position requires strong organizational skills, data integrity, and experience with court/records processes, plus coordination with multiple agencies and staff training duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Two years of full-time admin support experience incl. record keeping and legal terminology.
• One year of computer use with Microsoft Office software.

Responsibilities

• Maintain warrants data and run background checks; enter and verify in systems.
• Schedule writs, transport orders, and prison admissions; coordinate with agencies.
• Document transport and video verification; manage vehicle bookings and maintenance.
• Notary services coordination for inmate requests; respond by email.
• Handle cash deposits, deposits, and related accounting tasks; reconcile money.
• Oversee TB testing program; notify and document results; coordinate HR retention.
• Maintain staff certifications and trainings; run reports and audits.
• Support grant applications and fund transfers; assist committees with records.
• Prepare hearing/court schedules and meeting minutes; update Sheriff’s site as needed.
• Maintain confidential program information; perform other duties as required.

Skills

Data integrity

Organizational skills

Detail orientation

Confidentiality

Scheduling

Problem solving

Customer service

Notary coordination

Education

High school diploma

Associate degree (desirable)

Tools

Portal 100

Portal XL

Spillman

eTIME

Microsoft Office

Job description

Position Summary

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.

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.

Qualifications

• 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 access; distributes recertification notices and follows up as needed; removes staff no longer with the organization; adds new staff and assigns necessary 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.
• Performs other related duties as required or assigned.

Training And Professional Experience Qualifications

• 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.

Desired Training And Professional Experience Qualifications

• 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.

Eau Claire County is not only a great place to work, but has many exciting benefits!

Paid Time Off (PTO)

Accrual is based on years of service with the County, starting at 6.4 hours accruing each pay period (20.8 days per year), with the maximum accrual rate of 35.75 days per year. All new hires at Eau Claire County receive 40 hours of front-loaded PTO upon hire, which they may begin using immediately.

Manager PTO accrual available upon request

Holidays

Eleven paid holidays: New Year's Day, Martin Luther King, Jr. Day, a Spring Holiday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Day after Thanksgiving, Christmas Eve Day, Christmas Day and New Year's Eve Day.

Retirement

The County provides a retirement account in Wisconsin Retirement System (WRS). Employees pay one-half of the actuarially required contributions.

For further benefit information please click on the link: Employee Benefits

Eau Claire County provides leave under the Family Medical Leave Act: Family and Medical Leave Act | U.S. Department of Labor

AN IMPORTANT NOTE: This information gives only a brief summary of the plans in effect for regular, full-time Non-Represented employees of Eau Claire County and may not be all-inclusive. Eau Claire County's policies and County Code govern if there are differences between this information and the policies.