Jail Records Clerk (Support Services Technician) - Institutions

Marion County; Salem (OR); On-site; USD 38,000 - 62,000; Full time

Benefits offered by this job

Medical and dental insurance

PERS & OPSRP Retirement

Paid vacation and sick leave

13 paid holidays

Overtime eligibility

Job summary

Marion County Sheriff's Office seeks a Jail Records Clerk to support a 24/7 jail operations. The role involves data entry, warrant processing, and maintaining inmate files across JMS/RMS and LEDS/NCIC systems. Excellent communication and teamwork are essential.

Applicants must have a high school diploma and prior experience with computers; overtime and shifts, including nights, weekends, and holidays, may be required. Union position with benefits included.

Qualifications

• High school diploma or equivalent.
• Two years of employment experience with personal computing.
• Any combination of work, education or training relevant to the position.

Responsibilities

• Perform data entry into JMS and related systems with high accuracy.
• Manage inmate files and documents; verify warrants and court records.
• Process warrants and extract data from various sources for LEDS/NCIC.
• Maintain communications with public and other agencies.
• Attend facility meetings and training as required.

Skills

Data entry

JMS/RMS

LEDS/NCIC data entry

Public safety data

Notarize documents

Education

High school diploma

Tools

JMS/RMS

LEDS

Outlook

CrimeTracer

Job description

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.

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

1. Graduation from high school; AND
2. Two years of employment experience which includes utilization of a personal computer; OR
3. 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.