SHERIFF CLERK
GovernmentJobs.com, Roswell, NM, United States
Administrative Support Clerk
POSITION SUMMARY
Administrative support position responsible for records and secretarial duties such as filing, typing, dictation, scanning of documents and maintaining all criminal files and civil document records for the Sheriff's Office. May be required to do specific administrative projects requiring exercise of independent judgment, prepare monthly reports as required and general duties as assigned. Work with minimal supervision. Act as a liaison between the Sheriff's Office and other law enforcement agencies, courts, etc. pertaining to transporting and extradition of prisoners, sex offender registration, civil and criminal process.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Responsible for typing, using a Dictaphone and transcribing.
Enter data and maintain records in Records Management System.
Greet visitors and answer multi-line telephone in a pleasant manner.
Process mail and routine correspondence.
Develop memorandums and write letters.
Transmit orders and send routine acknowledgements.
Complete and process accurately necessary reports and documents.
Keep financial and statistical records as needed.
Maintain departmental filing system.
Collect, deposit and maintain monies received by the Sheriff's Office for civil documents, copies of documents, criminal background checks and other authorized fees.
Knowledgeable of civil process and legal system.
Knowledgeable of State laws pertaining to the retention of records.
Cross train and assist in other areas of the Sheriff's Office.
Employee must know and understand County Personnel Policy and all county and departmental policies pertinent to the position and perform all other duties as assigned.
SPECIAL ASSIGNMENTS
Records Management System Administrative Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Responsible for administrative duties related to the Sheriff's Office Records Management System Software.
Must have a thorough understanding of administrative access, rules and guidelines.
Serves as liaison between the Sheriff's Office and the company providing the software and support.
Responsible for reporting problems with the system to the Chief Deputy.
Civil Process Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Responsible for logging all Criminal and Civil process papers received by the Sheriff's Office.
Must have a thorough understanding of Civil and Criminal process and paper flow through Magistrate and District courts.
Process receipts for Civil Process, collecting and depositing monies and maintaining records of the monies received.
Ensure that once the papers have been served, that they are returned to the proper court.
Prepare monthly statistical reports pertaining to Civil Process handled by the department.
Responsible for administrative duties related to the Sheriff's Office Civil Records Management System. Coordinate with software provider for support.
Sex Offender Registrar Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Must be 28CFR and NCIC certified and attend training classes on entering sex offenders in the 'Offender Watch System' and into NCIC.
Maintain good working relations with courts law enforcement agencies and probation/parole offices.
Maintain up to date and accurate records for all sex offenders living in Chaves County.
Monitors to ensure 'Offender Watch' makes proper notifications as required by the New Mexico Sex Offender Notification and Registration Act, to schools, day care centers and law enforcement agencies, etc.
Act as liaison between Chaves County Sheriff's Office and the Department of Public Safety Records Division in Santa Fe regarding sex offender registration.
Responsible for administrative duties for the Sheriff's Office as it related to the Offender Watch System while coordinating with DPS.
Transportation/Extradition Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Act as liaison between the Sheriff's Office and other law enforcement agencies, courts, etc. pertaining to transporting and extradition of prisoners.
Coordinate extraditions/governor's warrants.
Prepare transport vouchers, process warrant paperwork, doing monthly statistical reports pertaining to transporting and extradition of prisoners.
Responsible to assist the Sheriff's Administrator with payroll and purchase card reconciliation.
SUPERVISORY CONTROLS
This position performs under the general supervision of the Sheriff's Administrator who may provide assignments and instruction, determines objectives, priorities and deadlines, and who assist the employee with unusual situations. The employee uses own initiative and judgment to perform work in an independent and timely manner in accordance with precedents and established policies and procedures.
QUALIFICATIONS
Education/Training/Experience:
High School diploma or G.E.D.
Experience Substitution:
Up to two (2) years college/forty-eight (48) hours course work can be substituted for two (2) years' experience.
Desirable Qualifications:
Three (3) years' experience in clerical, A.A. degree in related subject or secretarial school, ability to type accurately at 70 wpm and transcribe at 45 wpm, knowledge of state law as pertaining to retention and maintenance of records.
OTHER REQUIREMENTS
Ability to read, write, understand and carry out written and oral instructions.
Ability to communicate orally and in writing in English and issue both oral and written instructions.
Ability to write legible and concise reports and correspondence using proper spelling, punctuation, grammar and math.
Type accurately at least 60 wpm.
Ability to take Dictation or use Dictaphone and transcribe proficiently.
Work well with ever changing priorities and/or situations.
Highly proficient in the use of personal computers, Microsoft Word, Excel, Outlook, Internet, Computer network systems and department records management systems.
Highly proficient in the use of digital scanners, printers, ten-key calculator by touch and multi-line phone system.
Thorough understanding of the civil and criminal process and paper flow through Magistrate and District Courts.
Ability to remain calm in emergency and stressful situations.
Interact with subordinates in a pleasant manner.
Interact with the general public and occupants of the county building in a professional and friendly manner.
Work independently using good judgment and decision-making skills.
Must be detail oriented and accurate, have strong organizational and public relations skills and be able to effectively safeguard confidential information; keep accurate and complete records of all activities.
May require some out of town travel for training and meetings.
Employee must know and understand County Personnel policy as well as all county and departmental policies pertinent to the position.
Must be able to maintain an acceptable attendance record, be punctual and meet established deadlines.
Responsible to train other staff and deputies in the proper use of all systems and the proper formatting of crime reports for submission into the records management system.
Safety requirements: This position must comply with all safety guidelines of Chaves County.
Physical demands: This position is primarily sedentary, typically requiring the employee to be able to sit comfortably to do the work. There may be some walking, standing, bending, carrying of light items. Talking, hearing and seeing are essential to the performance of the job. Work environment: Work for this position is performed indoors. The work area is adequately lighted, heated, and ventilated and involves typical risks associated with an office environment that require normal safety precautions and safe work practices.
"Equal Employment Opportunity Employer"
We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected class.
Chaves County provides a comprehensive benefits package to full-time employees, which includes medical, dental, and vision coverage, disability insurance, a retirement plan through PERA, a deferred compensation plan, life insurance, and more. Additionally
POSITION SUMMARY
Administrative support position responsible for records and secretarial duties such as filing, typing, dictation, scanning of documents and maintaining all criminal files and civil document records for the Sheriff's Office. May be required to do specific administrative projects requiring exercise of independent judgment, prepare monthly reports as required and general duties as assigned. Work with minimal supervision. Act as a liaison between the Sheriff's Office and other law enforcement agencies, courts, etc. pertaining to transporting and extradition of prisoners, sex offender registration, civil and criminal process.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Responsible for typing, using a Dictaphone and transcribing.
Enter data and maintain records in Records Management System.
Greet visitors and answer multi-line telephone in a pleasant manner.
Process mail and routine correspondence.
Develop memorandums and write letters.
Transmit orders and send routine acknowledgements.
Complete and process accurately necessary reports and documents.
Keep financial and statistical records as needed.
Maintain departmental filing system.
Collect, deposit and maintain monies received by the Sheriff's Office for civil documents, copies of documents, criminal background checks and other authorized fees.
Knowledgeable of civil process and legal system.
Knowledgeable of State laws pertaining to the retention of records.
Cross train and assist in other areas of the Sheriff's Office.
Employee must know and understand County Personnel Policy and all county and departmental policies pertinent to the position and perform all other duties as assigned.
SPECIAL ASSIGNMENTS
Records Management System Administrative Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Responsible for administrative duties related to the Sheriff's Office Records Management System Software.
Must have a thorough understanding of administrative access, rules and guidelines.
Serves as liaison between the Sheriff's Office and the company providing the software and support.
Responsible for reporting problems with the system to the Chief Deputy.
Civil Process Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Responsible for logging all Criminal and Civil process papers received by the Sheriff's Office.
Must have a thorough understanding of Civil and Criminal process and paper flow through Magistrate and District courts.
Process receipts for Civil Process, collecting and depositing monies and maintaining records of the monies received.
Ensure that once the papers have been served, that they are returned to the proper court.
Prepare monthly statistical reports pertaining to Civil Process handled by the department.
Responsible for administrative duties related to the Sheriff's Office Civil Records Management System. Coordinate with software provider for support.
Sex Offender Registrar Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Must be 28CFR and NCIC certified and attend training classes on entering sex offenders in the 'Offender Watch System' and into NCIC.
Maintain good working relations with courts law enforcement agencies and probation/parole offices.
Maintain up to date and accurate records for all sex offenders living in Chaves County.
Monitors to ensure 'Offender Watch' makes proper notifications as required by the New Mexico Sex Offender Notification and Registration Act, to schools, day care centers and law enforcement agencies, etc.
Act as liaison between Chaves County Sheriff's Office and the Department of Public Safety Records Division in Santa Fe regarding sex offender registration.
Responsible for administrative duties for the Sheriff's Office as it related to the Offender Watch System while coordinating with DPS.
Transportation/Extradition Clerk:
Responsible for all essential duties of the Sheriff's Clerks.
Act as liaison between the Sheriff's Office and other law enforcement agencies, courts, etc. pertaining to transporting and extradition of prisoners.
Coordinate extraditions/governor's warrants.
Prepare transport vouchers, process warrant paperwork, doing monthly statistical reports pertaining to transporting and extradition of prisoners.
Responsible to assist the Sheriff's Administrator with payroll and purchase card reconciliation.
SUPERVISORY CONTROLS
This position performs under the general supervision of the Sheriff's Administrator who may provide assignments and instruction, determines objectives, priorities and deadlines, and who assist the employee with unusual situations. The employee uses own initiative and judgment to perform work in an independent and timely manner in accordance with precedents and established policies and procedures.
QUALIFICATIONS
Education/Training/Experience:
High School diploma or G.E.D.
Experience Substitution:
Up to two (2) years college/forty-eight (48) hours course work can be substituted for two (2) years' experience.
Desirable Qualifications:
Three (3) years' experience in clerical, A.A. degree in related subject or secretarial school, ability to type accurately at 70 wpm and transcribe at 45 wpm, knowledge of state law as pertaining to retention and maintenance of records.
OTHER REQUIREMENTS
Ability to read, write, understand and carry out written and oral instructions.
Ability to communicate orally and in writing in English and issue both oral and written instructions.
Ability to write legible and concise reports and correspondence using proper spelling, punctuation, grammar and math.
Type accurately at least 60 wpm.
Ability to take Dictation or use Dictaphone and transcribe proficiently.
Work well with ever changing priorities and/or situations.
Highly proficient in the use of personal computers, Microsoft Word, Excel, Outlook, Internet, Computer network systems and department records management systems.
Highly proficient in the use of digital scanners, printers, ten-key calculator by touch and multi-line phone system.
Thorough understanding of the civil and criminal process and paper flow through Magistrate and District Courts.
Ability to remain calm in emergency and stressful situations.
Interact with subordinates in a pleasant manner.
Interact with the general public and occupants of the county building in a professional and friendly manner.
Work independently using good judgment and decision-making skills.
Must be detail oriented and accurate, have strong organizational and public relations skills and be able to effectively safeguard confidential information; keep accurate and complete records of all activities.
May require some out of town travel for training and meetings.
Employee must know and understand County Personnel policy as well as all county and departmental policies pertinent to the position.
Must be able to maintain an acceptable attendance record, be punctual and meet established deadlines.
Responsible to train other staff and deputies in the proper use of all systems and the proper formatting of crime reports for submission into the records management system.
Safety requirements: This position must comply with all safety guidelines of Chaves County.
Physical demands: This position is primarily sedentary, typically requiring the employee to be able to sit comfortably to do the work. There may be some walking, standing, bending, carrying of light items. Talking, hearing and seeing are essential to the performance of the job. Work environment: Work for this position is performed indoors. The work area is adequately lighted, heated, and ventilated and involves typical risks associated with an office environment that require normal safety precautions and safe work practices.
"Equal Employment Opportunity Employer"
We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, gender identity, or any other legally protected class.
Chaves County provides a comprehensive benefits package to full-time employees, which includes medical, dental, and vision coverage, disability insurance, a retirement plan through PERA, a deferred compensation plan, life insurance, and more. Additionally