Clerical Specialist (Corrections)

Shelby County TN; Memphis (TN); On-site; USD 32,000 - 46,000; Full time

Job summary

Shelby County TN is seeking a Clerical/Administrative professional to perform a variety of duties under general supervision, including data entry, document preparation, and records management. The role requires strong office skills, confidentiality, and the ability to handle inquiries about policies and procedures.

Minimum qualifications include a high school diploma or GED (or one year of college) and related clerical experience.

Qualifications

• Knowledge of modern office practices, procedures and equipment.
• Proficient in Word and Excel.
• Familiar with computerized databases.
• Knowledge of business English and math.
• Ability to communicate professionally.
• Ability to plan, organize and maintain workflow.
• Ability to express ideas clearly, verbally and in writing.
• Ability to resolve problems.
• Maintain confidentiality.

Responsibilities

• Processes and/or enters data into the computer or other record format for processing or documents.
• Composes letters, memorandums and reports for review and signature.
• Answers questions by telephone or in person concerning departmental policies and work functions.
• Receives, reviews and processes records and documents per policies.
• Mails or issues authorized documents in person.
• Files and maintains records.
• Obtains data from various sources to prepare standard reports.
• Operates office machines.
• Assist other staff in assigned work area.
• Performs other related duties as assigned.

Skills

Office administration

Data entry

Confidentiality

Communication skills

Problem solving

Education

High school diploma or GED

One year college coursework

Tools

Microsoft Word

Microsoft Excel

Databases

Job description

Position Summary

Works under general supervision to perform a variety of Clerical/Administrative duties that may require use of limited independent judgment and skill processing, communicating, creating and/or maintaining various records, files, and information regarding specific departmental functions.

Pay Grade: 41

Salary Commensurate with Experience and Education

Minimum Qualifications

• Two (2) years of experience in appropriate clerical, bookkeeping, data processing or statistical work; AND
• High school diploma or possess a GED; OR
• One (1) year of appropriate clerical, bookkeeping, data processing, or statistical work experience and one (1) year of college study (30 semester hours or 36 quarter).

PROOF OF EDUCATION, TRAINING AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities

• Processes and/or enters pertinent data into the computer or other record format for processing or issuing department specific documents.
• Composes letters, memorandums and reports for review and signature.
• Answers questions by telephone or in person concerning departmental policies, procedures and work functions.
• Receives, reviews and processes records, reports and other various documents as required for accuracy and/or conformance with established policies and procedures.
• Mails or issues in person department specific authorized documents.
• Files and maintains records.
• Obtains data from various sources to prepare and compile standard reports.
• Operates office machines.
• Assist other staff in assigned work area.
• Performs other related duties as assigned.

KSAs

• Knowledge of modern office practices, procedures and equipment; skilled at operating office equipment.
• Must be proficient in Microsoft applications including Word and Excel.
• Must be familiar with computerized databases.
• Knowledge of business English and math.
• Ability to communicate with others professionally.
• Ability to plan, organize and maintain an even flow of work
• Ability to express ideas clearly, concisely and effectively, verbally and in writing.
• Ability to resolve problem situations.
• Ability to maintain confidentiality.

Special Requirements

• Must be able to function in a prison environment.
• Must have valid Identification.
• Must pass NCIC background check.
• Participate in annual In-Service and other training programs as required.
• Must pass drug and TB screening.

Disclaimer

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.

Shelby County Resident Disclaimer

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department. The residency exemption for public safety/civil service employees does not include Appointed positions with Sheriff's Office, Division of Corrections or the Fire Department.