Inmate Accounts Specialist

Douglas-County,-Ne; Omaha (NE); On-site; USD 32,000 - 42,000; Full time

Job summary

Douglas County is seeking a detail-oriented Records Clerk to manage inmate account transactions and related property inventories in a correctional environment. You will verify funds, process deposits, perform cash drops, and reconcile drawers while maintaining strict security and compliance.

The role requires a high school diploma, clerical or cashiering experience, MS Office proficiency, and notary eligibility within 6 months. Bilingual ability is a plus; pre-employment checks apply.

Qualifications

• High school diploma or equivalent required.
• Two years of clerical or cashiering experience required.
• One year of MSOffice experience/training required.
• Notary Public or eligible to become a Notary Public in Nebraska within 6 months of hire required. Experience providing notary services preferred.
• Bilingual (English/Spanish) preferred.
• Completion of pre-employment criminal record check, physical assessment and conditional offer drug screen required.

Responsibilities

• Verify money received from inmates and the public, and create deposit entries for funds.
• Perform cash drops and reconcile cash drawers.
• Maintain relationships with clients, supervisors, employees, officials, attorneys, law enforcement, and the public.
• Provide notary services and training to staff.
• Process inmate documents, property, and mail while ensuring security and compliance.
• Cooperate with investigations and respond to inmate inquiries.

Skills

Clerical experience

Cash handling

Cashier duties

Education

High school diploma or equivalent

Notary Public eligible within 6 months of hire

Tools

MS Office

Job description

Incumbents work under the direction of the Records and Accounting Manager or designee performing account transactions to inmate accounts and processing inmate property inventories.

• Verify money received from inmates and the public, and create deposit entries for funds.
• Perform cash drops and reconcile cash drawers.
• Establish and maintain effective work relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies and the public.
• Comply with Civil Service Rules, collective bargaining agreements, County policies, department policies and laws creating a cooperative, safe, respectful and quality work environment.
• Prepare checks for government agencies, vendors, and the public on inmate's behalf.
• Release account balance to inmates settling accounts upon release from custody.
• Adhere to department policies, procedures, and protocols.
• Maintain safety and security as a priority and incorporate in all actions.
• Provide copies of records to authorized agencies and personnel.
• Receive inmate personal property, inventory, receipt, store and release property.
• Prepare 30-day, destroyed, and missing property receipts for inmates.
• Process inmate property for the intended agency when transferring to another facility.
• Collect and process inmate mail (e.g. physical, electronic).
• Collect, sort, and deliver incoming and outgoing department mail/packages utilizing necessary equipment.
• Assist with scheduling, facilitating, and troubleshooting virtual communication meetings (e.g. court conferences) between inmates and external agencies.
• Ensure virtual meetings follow established guidelines and regulations, and maintain inmate rights.
• Keep secure, organize, and maintain files, documents, and records in various formats.
• Assist with responses to inmate correspondence requests and/or disseminate requests to appropriate areas for processing.
• Process inmate documents (e.g. filing, collection, preparation, scanning).
• Process documents and communication requests (e.g. correspondence with inmates confined at other correctional facilities) for other agencies.
• Store and retrieve inmate files and property from secured storage utilizing necessary equipment.
• Scan and prepare electronic filing for records retention.
• Prepare informational reports and letters of incarcerations.
• Cooperate with law enforcement and staff conducting investigations.
• Answer calls, provide basic information (e.g. department, inmate status) and transfer calls.
• Provide notary services.
• Provide training to staff.
• Report to work with regular, consistent attendance.
• Perform other duties as assigned and directed.

• High school diploma or equivalent required.*
• Two (2) years of clerical or cashiering experience required.*
• One (1) year of MSOffice experience/training required.
• Experience working in a correctional facility or law enforcement agency preferred.
• Notary Public or eligible to become a Notary Public in the State of Nebraska within 6 months of hire required. Experience providing notary services preferred.
• Bilingual (English/Spanish) preferred.
• Completion of a pre-employment criminal record check, physical assessment and conditional offer drug screen required.
• *Equivalent combination of education and work experience may be substituted for requirements on a year-for-year basis.

• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is generally performed in an office setting at a correctional facility. Noise level is usually moderate to loud. Work hours are typically assigned shifts in a 24/7 environment; however, schedule may vary (e.g. shifts, holidays, weekends, overtime/extra hours, emergency call-in). Work may be stressful when dealing with time constraints, multiple/changing priorities, limited resources, and uncooperative/irate individuals.
• Work requires physical activity, including extended periods of standing, sitting, frequent walking, reaching, and occasional kneeling, bending, crouching, stooping, and climbing. Work also requires the ability to frequently lift/carry objects weighing up to 50 pounds and occasionally up to 75 pounds and push/pull up to 55 pounds.
• Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance, color and peripheral vision, depth perception, and the ability to adjust focus. Communications abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment (e.g. coin and currency machines).