Clerk Typist III

Ottawa County - Michigan; West Olive (MI); On-site; USD 34,000 - 42,000; Full time

Job summary

Ottawa County in Michigan seeks a Records Clerk to support processing of criminal records, police reports, and inmate intakes. Under supervision, you will enter LEIN data, maintain records databases, and prepare various reports. The role is full-time and based at the Fillmore complex in West Olive, MI 49460.

Typical hours are Monday–Friday, 8:00 a.m. to 5:00 p.m. Qualifications include a high school diploma or GED and strong data-entry skills, with preference for prior secretarial experience.

Qualifications

• High school diploma or GED required.
• Preference for secretarial experience and/or data entry skills.
• Ability to use transcription equipment.

Responsibilities

• Process criminal records, police reports, and inmate intakes.
• Retrieve and enter LEIN data and related information.
• Maintain jail and records databases for safety and security.
• Prepare reports and respond to office requests and inquiries.
• Assist in FOIA-like duties and public interfaces as needed.
• Assist in daily administrative tasks and data entry accuracy.

Skills

Keyboarding

Michigan law terms

Legal terminology

Privacy compliance

Word processing

Spreadsheets

Database management

Time management

Verbal and written communication

Interpersonal skills

Education

High school diploma or GED

Tools

Transcription equipment

LEIN system (training)

Job description

Under general supervision, 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.

This is a full-time, benefited position based out of the Fillmore complex in West Olive, MI, 49460. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

The essential functions of this position include, but are not limited to, the following:

1. Special Assignments - Assigned individual and group responsibility for various complex portions of the Records Unit functions, to include, but not limited to:
   • LEIN Terminal Agency Coordinator (TAC). Maintains compliance with LEIN rules and operations, prepares for and assists with audits, and trains staff in LEIN use.
   • Sex Offender Registry Coordinator. Monitors the reporting requirements of all registered sex offenders within our jurisdiction, trains staff in laws and registration process, educates offenders, and serves as liaison to the Michigan State Police (MSP) Sex Offender Registration Act Unit.
   • Investigative Division clerical support. Point of contact for Investigative Division supervisors, Detectives, and Child Protective Services. Prepares investigative reports for the Prosecutor's Office, and trains staff in the preparation of warrant requests.
   • Freedom of Information Act (FOIA) Assistant Coordinator. Processes and responds to FOIA requests, trains staff in the FOIA process, serves as public customer service contact for FOIA customers.
   • Front Desk Team Lead. Prepares the schedules for public desk coverage at all service locations, trains staff in front desk operations, serves as customer service contact to resolve customer questions and issues.
   • Michigan Incident Crime Reporting (MICR) compliance lead. Ensures criminal report data complies with State and Federal rules, trains staff in MICR rules, communicates with MSP MICR Unit, and ensures timely submission of data within MICR rules.
   • Jail Intake Specialist. Processes individuals who are brought into custody at the detention facility. Verifies legal documentation, collects personal information and property, performs health and mental status screenings, and enters in and maintains data in the jail management system. Ensures a safe, efficient, and respectful intake process while maintaining compliance with department policies, laws, and confidentiality requirements.
2. Collaborates with law enforcement, court personnel, internal jail staff, and jail medical and mental health professionals as needed.
3. Types letters, reports and memoranda from dictation equipment or other sources.
4. Performs data entry from police reports. Enters and maintains accurate and timely data into jail management and law enforcement systems.
5. May prepare and type daily complex forms or reports relating to a wide variety of subject matter.
6. Prepares daily warrant request forms for the Prosecutor's Office.
7. Processes firearm registration forms and related documents.
8. Checks and compiles statistical data to be used in records and reports.
9. Greets and assists the public, answering inquiries of callers and visitors, utilizing knowledge of departmental procedures and policies and applicable laws. Processes payment on behalf of the department for a variety of public services.
10. May be involved in various LEIN applications such as seeking background information, pre-employment checks, warrant entry and related LEIN duties.
11. May assist the public in fingerprinting applicants.
12. Processes paperwork associated with inmates being housed in the Adult Correctional Facility. Sorts incoming and outgoing mail, retrieves information and assists in the organization of inmate visits at the correctional facility.
13. Assists in processing quarterly sex offender registrations and updates addresses and other registry information as appropriate.
14. Performs other duties as assigned.

High school diploma or GED required. Previous secretarial experience and/or data entry skills preferred. Ability to use transcription equipment required.

The qualified candidate will have the following knowledge and skills:

• Fast and accurate keyboarding skills.
• Basic knowledge of Michigan Court Rules and court processes.
• Basic knowledge of legal terminology.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to court records.
• Computer literacy and knowledge of word processing, spreadsheet and database management applications.
• Good time management and organizational skills.
• Good verbal and written communications skills.
• Good interpersonal and human relations skills.
• Ability to interact positively and professionally with law enforcement officers, corrections officers, prosecutors, attorneys, inmates, professional visitors and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.

LICENSES AND CERTIFICATIONS:

May be required to become LEIN certified.

PHYSICAL REQUIREMENTS:

• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.
• Must have sufficient visual acuity to detect contraband in the possession of female prisoners being searched.
• Must have sufficient auditory acuity to hear inmate responses to booking questions and to monitor behavior of female inmates during searches.
• Must have sufficient physical strength and manual dexterity to search female inmates.

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.