Clerk Typist II

Ottawa County; West Olive (MI); On-site; USD 32,000 - 42,000; Full time

Job summary

Ottawa County Sheriff's Office is seeking a full-time clerical support staff member to assist in processing criminal records, police reports and inmate intakes. The role involves data entry into LEIN, maintaining case files, and providing friendly front-counter service to the public.

The position requires a high school diploma, strong typing, and proficiency with word processing and spreadsheet software. Work may include weekends and shifts of 8 or 10 hours at multiple locations in West Olive,

Qualifications

• High school diploma or equivalent is required.
• General office and computer experience preferred.
• Excellent typing skills and good working knowledge of word processing and spreadsheet software.

Responsibilities

• Types letters, reports and memoranda from dictation or other sources.
• Performs data entry from police reports and other documents.
• Files documents to appropriate case or project files; retrieves and replaces files.
• Operates copying and fax machines and other office equipment.
• Records basic information to paper or electronic files.
• May answer routine inquiries regarding Sheriff's Office operations.
• Provides front counter assistance by answering routine questions.
• Assists in processing sex offender registrations and updates addresses.
• Opens and routes mail, delivers files, and performs other clerical tasks.
• Accepts cash payment for department services.
• Processes paperwork for inmates housed in the facility.
• Other duties as assigned.

Skills

Typing

Word processing

Spreadsheet

Organizational skills

Interpersonal skills

Policy knowledge

Multi-tasking

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheet software

Job description

Under the supervision of the Office Manager, provides responsible clerical support for the processing of criminal records, police reports, and inmate intakes and transactions. Retrieves criminal history, warrant and other information from, and enters warrant, court order, and other information into the Law Enforcement Information Network (LEIN). Maintains database information required to ensure the safety and security of inmates, officers, visitors and staff. May serve in a customer service capacity by responding to incoming telephone calls or assisting with customer reception.

This is a full-time, benefitted position working at both the Sheriff's Office Headquarters located at 12220 Fillmore Street, West Olive, MI and the Ottawa County Jail, located at 12130 Fillmore Street, West Olive, MI. Both locations are at the Fillmore Complex. This position has the capacity to work 8 or 10-hour shifts, and may potentially include some weekends. The schedule is subject to change within collective bargaining agreement provisions based on organizational needs.

ESSENTIAL JOB FUNCTIONS:

1. Typesletters, reports and memoranda from dictation equipment or othersources.
2. Performs data entry from police reports and other documents.
3. Files documents to the appropriate case, project, or other office files. Regularly retrieves and replaces files and documents, conducts file searches and performsvarious other tasks related to maintaining files.
4. Operates a copying machine to reproduce files. Operates fax machines and other officeequipment.
5. Records basic information to paper or electronic files.
6. May answer routine inquiries requiring general familiarity with Sheriff's Officeoperations and functions.
7. Provides front counter assistance by answering routine questions of the public, including the Adult Correctional facility.
8. Assists other departmental personnel as needed by performing such tasks as filing,preparing mailings, or creating documents.
9. Assists in processing quarterly sex offender registrations and updates addresses and other registry information as appropriate.
10. Provides general support such as answering the telephone and taking messages, opening and routing the mail, stuffing envelopes and preparing labels andmailings, delivering files to other areas, and performing other clerical tasks.
11. Accepts cash payment on behalf of the department for a variety of public services.
12. Processes paperwork associated with inmates being housed in the Adult Correctional facility.
13. Other duties as assigned.

High school diploma or equivalent is required. General office and computer experience preferred.

REQUIRED KNOWLEDGE AND SKILLS:

• Computer literacy and good working knowledge of word-processing and spreadsheet software.
• Excellent typing skills.
• Strong organizational and time management skills.
• Strong interpersonal skills.
• Working knowledge of Ottawa County Sheriff's Office policy and procedures.
• Flexibility and ability to multi-task due to continuous changes.

PHYSICAL REQUIREMENTS:

• Must be able to access and retrieve physical files from standard office filing cabinets, including opening drawers, reaching, bending, or occasional standing on a small step stool.
• Must be able to lift and carry file folders, binders, or similar materials weighing up to approximately 10 pounds.
• Must be able to remain seated at a computer workstation for extended periods while performing data entry, reviewing documents, or completing computer-based tasks.
• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audio logical appliances, and devices to increase mobility.

WORKING CONDITIONS:

Work is mostly performed in a normal office environment. Possible exposure to a variety of disease agents and to bloodborne pathogens. Some assignments require working inside a secure correctional environment.

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Ottawa County is an Equal Opportunity Employer.