Jail Records Clerk (Support Services Technician) - Institutions

Marion County, Oregon; Salem (OR); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical and dental insurance

PERS & OPSRP Retirement

Paid vacation and sick leave

13 paid holidays per year

Shift differential

Group Term Life Insurance

Long Term Disability Plan

Voluntary Term Life Insurance

Voluntary Short-Term Disability

Voluntary Deferred Compensation Plan

Employee Assistance Program

Retirement medical trust

Job summary

Marion County Sheriff’s Office is seeking a Jail Records Clerk to support a 24/7 jail operation. The role involves data entry, warrants processing, and handling administrative tasks in a high-accuracy environment.

Responsibilities include maintaining inmate records, assisting deputies, and ensuring compliance with LEDS/NCIC and court procedures. The position is full-time with rotating shifts and overtime may apply. Excellent communication and teamwork are essential.

Qualifications

• Graduation from high school; AND
• Two years of employment experience which includes utilization of a personal computer; OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

Responsibilities

• Data entry and computer tasks in a 24/7 facility with rotating shifts.
• Reviews a variety of documents for accuracy and enters data into JMS/LEDS/NCIC systems.
• Provides information and assistance to the public and other public safety personnel.
• Maintains confidentiality and adheres to office procedures and safety requirements.

Skills

Communication

Teamwork

Service orientation

Education

High school diploma or equivalent

Job description

Marion County requires on-site work. Remote work is not available.

The Marion County Sheriff’s Office is seeking applicants for a Jail Records Clerk position. As a part of our records team, Jail Records Clerks manage files, process warrants, and perform a variety of essential administrative tasks to support the safe and efficient operation of the Marion County Jail which operates 24 hours per day, 365 days a year. We believe every employee at the Sheriff’s Office plays a critical role in public safety and service to the community. The ideal candidate will have excellent communication skills, be service oriented, and be willing to work in a team environment.

This Position Is Represented By The Marion County Law Enforcement Association.

In Addition To The Salary Range Listed Above, Jail Records Clerks With The Sheriff’s Office Receive a Generous Benefit Package Including

• Medical and dental insurance with generous employer contribution (Marion County pays 95%)
• PERS & OPSRP Retirement (Marion County pays employee's 6% contribution)
• Paid vacation and sick leave
• 13 paid holidays per year
• Shift differential
• Employer provided Group Term Life Insurance
• Employer provided Long Term Disability Plan
• Voluntary Term Life Insurance
• Voluntary Short-Term Disability
• Voluntary Deferred Compensation Plan
• Employee Assistance Program
• Retirement medical trust with employer contributions

As a full-time member of our team, Jail Records Clerks work in a twenty-four (24) hour, seven (7) day a week facility with rotating shift schedules and workstations. This may require working day, swing and/or night shifts including weekends, and holidays. As a non-exempt employee, this position is eligible for overtime.

GENERAL STATEMENT OF DUTIES

Independently perform a variety of responsible administrative support activities, requiring a high degree of accuracy in the application of Sheriff's Office procedures.

SUPERVISION RECEIVED

Work under the general supervision of an administrative superior, who sets goals, assigns work, and reviews performance for accuracy and conformance to office standards.

SUPERVISION EXERCISED

Supervision of employees is not a responsibility of positions in this classification.

Typical Duties - Duties include, but are not limited to the following

Data Entry and Computer Tasks

• Works in a twenty-four (24) hour, seven (7) day a week facility with rotating shift schedules and workstations. This may require working day, swing and night shifts, weekends, holidays and overtime.
• Independently performs a variety of specialized duties in a controlled environment and operate with a high degree of accuracy specialized computer program which include the departments own JMS/RMS, the Law Enforcement Data System (LEDS), Outlook, CrimeTracer, etc.
• Provides information and assistance to the public and other public safety personnel; requiring a knowledge and application of Marion County Correction Facility procedures; assist deputies with law enforcement regulations, policies and procedures, intake and release procedures.
• Reviews a variety of documents (such as booking sheets, probable cause statement, court judgments and others), for accuracy and completeness. Correctly interprets these same documents when using them as the source of information for data entry into JMS.
• Work under pressure to meet time lines, varying volume of workload and diversity of tasks.
• Creates and manages digital inmate files in JMS and it’s multimedia. Alerts Records Specialists when corrections are required.
• Locate and confirm Restraining Orders, Stalking Orders, Runaways, Stolen Vehicles, etc. by checking files and Oasis
• Enters data into the Law Enforcement Data System (LEDS) and National Criminal Information Center Data System (NCIC) on Restraining Orders, Stalking Orders, runaways, stolen vehicles and articles, towed vehicles (private party and Police), etc.
• Receive and maintain a LEDS Emergency Broadcast Board and distribute the information to a variety of Law Enforcement Departments.
• Ability to Notarize documents and able to obtain Inquiry/Entry Level Certification from LEDS.
• Assist in prisoner transports by entering data into the appropriate data system to assure prisoners are transported in a timely manner.

Warrants

• Extracts a variety of criminal and non-criminal data from various reporting sources (CCH, DMV, DA’s files); checking confidential and sensitive information from sources using data for entry into appropriate automated local, state and/or national computer records system
• Verify accuracy of all warrants entered into LEDS and NCIC in accordance with the guidelines.
• Processes criminal warrants through the automated Law Enforcement Data System (LEDS) and RMS; confirms warrants, granting powers of arrest to local and out-of-state law enforcement officers; ensures invalid, recalled and canceled warrants are returned to the appropriate courts in accordance to LEDS and Court requirements.
• Apply Jail Procedures and Practices to specific work assignments (Marion County Capacity Management Plan).
• Maintains, modifies and validates purges in accordance to LEDS and Court Guidelines.
• Maintains stats on warrants on a daily and monthly basis.

Telephone

• Communicates effectively with the public as well as co-worker and other criminal justice agencies.
• Communicates information to appropriate supervisor’s when Enforcement Deputies or Records SST’s call in sick.
• Maintains phones and communicates information received on calls for “10 most Wanted” and “Amber Alert” to the appropriate personal.

Administrative

• Routinely use the telephone, intercom, facsimile machine, photocopier and computer terminal to produce the work required of this position.
• Maintains, checks and orders supplies for the operation of the unit.
• Attends and participates in facility meeting and training as required.
• Other job duties as assigned by your supervisor.

Experience And Training

• Graduation from high school; AND
• Two years of employment experience which includes utilization of a personal computer; OR
• Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

Necessary Special Requirements

• The finalist for this position will be required to pass a criminal history background check, including finger printing; however, conviction of a crime may not necessarily disqualify an individual for this position.
• This is a safety sensitive/special needs position. Final candidates selected for this position will be required to pass a pre-employment drug screen, including testing for marijuana. The Marion County Drug and Alcohol Use and Testing Policy can be found at: http://apps.co.marion.or.us/APAP/policy.aspx?p=policy&pid=518.
• Possess or obtain within six (6) months of hire, Notary Public in the State of Oregon.
• Possess, or obtain within six (6) months of hire, Law Enforcement Data System (LEDS) certification.
• This position is represented by a union.
• This is a full-time position that is eligible for overtime.
• Typical Work Schedule: 7 days, 24 hours facility, schedule will vary. Some flexibility is available depending upon needs of the department.

Knowledge, Skills, And Abilities

Knowledge of Oregon law pertaining to the criminal justice system, office practices and procedures; business grammar and spelling; general record keeping practices; math and basic bookkeeping practices; and office equipment and various computer hardware and software systems.

Skill and ability to accurately and effectively record a variety of information; follow general procedure and program policies; interact with others in a courteous, professional manner; work under pressure to meet timelines; manage varying volumes of workload and diversity of tasks; concentrate on work amid distractions; effectively use computer systems; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; keyboard at an acceptable speed; provide backup to other positions as needed; in a 24-hour, 7-day/week operation with rotating shift schedules. This includes working day, swing and night shifts, weekends, holidays, and overtime as required. May be assigned to a secured facility, i.e., corrections institution. Must be able to maintain confidentiality in dealing with sensitive information.

The position of Jail Records Clerk falls within our Support Services Technician classification. For additional information about the Support Services Technician classification please visit here.

PUBLIC SERVICE LOAN FORGIVENESS

Marion County is a qualifying public employer for the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness Program, full-time employees working at the County may qualify for forgiveness of the remaining balance on Direct Student Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions about your student loan eligibility should be directed to your loan servicer or the US Department of Education.

VISA SPONSORSHIP

Marion County does not offer VISA sponsorship. Within three days of hire, you will be required to complete the US Department of Homeland Security’s I‑9 form confirming authorization to work in the United States. Marion County is an E‑Verify employer and will use E‑Verify to confirm that hires are authorized to work in the United States.

VETERANS’ PREFERENCE

Applicants are eligible to use Veterans’ Preference when applying with Marion County in accordance with ORS 408.225, 408.230, and 408.235 and OAR 105-040-0010 and 105-040-0015. Preference will be awarded only if the applicant meets the minimum requirements of the position and attaches the required documentation at the time of application.

Documents Required For Veterans’ Preference

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215); OR
  • Letter from the US Department of Veterans Affairs indicating receipt of a non-service connected pension; OR
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs; OR
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

Marion County is an Equal Opportunity, Affinece, Veteran and Disability employer committed to increasing the diversity of its workforce.

Applicants with a disability may request reasonable accommodation, through Human Resources, in any step of the process to assist them in demonstrating their qualifications to perform the duties of the position for which they are applying. Please e-mail Human Resources if you wish to request an accommodation.

Marion County offers a generous benefits package to regular employees working 50% or more of the regularly scheduled work week and their eligible dependents. Temporary employees and part-time regular employees working less than 50% of the regularly scheduled work week are not eligible for benefits.

Regular positions in this classification are represented by the Marion County Law Enforcement Association (MCLEA). For a summary of benefits, click here. For a complete and detailed overview of the MCLEA benefits package, click here, and select MCLEA Benefits from the left menu or Marion County Law Enforcement Association (MCLEA) from the page links. Temporary employees are not represented by the union.

At this time, Marion County pays 6% of the PERS retirement contribution for all MCLEA members.

Salary and benefits are subject to union contract negotiations and may change as a result.