ESSENTIAL JOB FUNCTIONS:

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Gregory Short
6 years ago
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JOB DESCRIPTION Job Title: Department: Reports To: FLSA Status: Driving Classification: Management: Law Enforcement Specialist Sheriff s Office Section Supervisor Non-Exempt Marginal Non-Supervisory

1 JOB DESCRIPTION Job Title: Department: Reports To: FLSA Status: Driving Classification: Management: Law Enforcement Specialist Sheriff s Office Section Supervisor Non-Exempt Marginal Non-Supervisory Responsibility JOB SUMMARY: Performs the intake, booking and release processes for incarceration at the detention facility, safeguards inmate property and coordinates with various courts. Helps in maintaining safety and security in the facility. Enter and update operations and incident reports. Accountable for fiduciary duties regarding public and County monies; enters NIBRS data into CBI, CCIC, and NCIC regarding crimes, property loss, victims, offenders, arrests, etc. Query CCIC and NCIC in order to research criminal histories for proper classification of inmates. Process civil papers to be served by Deputies. Research driver histories, license plates, warrant confirmations, etc. Provide discovery for the District Attorney s Office and process warrants for local law enforcement agencies. Oversee detention and administration visitation entry. ESSENTIAL JOB FUNCTIONS: (The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. The County reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.) BOOKING: 1) Receives and reviews paperwork associated with incarceration to ensure accurate completion; notarizes affidavits from the arresting officer; obtains information from inmate and paperwork (warrant, writ, detainer, etc.) and makes appropriate computer entries; completes schedule for court appearance or transport to another jurisdiction. 2) Receives, stores, and documents incoming property and funds; issues receipts to inmates; assists with retrieval of property upon release. 3) Completes release process to include: updates computerized record, assures payment of bond, returns personal property and funds, checks to ensure inmate is not pending other charges awaiting disposition. 4) Coordinates directly with various court clerks with information on sentenced inmates, bonded inmates, affidavits, scheduling of court date/time and the like. 5) Interacts with inmates and personnel within the department and from other agencies to resolve inmate issues. 6) Monitors paperwork, files and computerized records to ensure correct entries and status are reflected. 7) Provides daily accounting for inmates= funds; balances accounts with financial report before submitting for deposit. 8) Provides training to detention officers or new technicians on booking/releasing procedures and to outside law enforcement personnel on arrest/offense/affidavit information. 9) Performs security checks to ensure the welfare of inmates on suicide and medical watches;

2 monitors behavior of inmates in the booking area to ensure safety, security and welfare of inmates and staff. 10) Prepares incident reports as required. 11) Determines time and release dates for sentenced inmates and enters in schedule of events. 12) Monitors radio transmission for emergency situations and reacts appropriately. 13) Assists with head count and total population count. 14) Responsible for release of inmate personal property to public. 15) Assists in sorting and distributing inmate mail. Checks for contraband, possible escape, drug smuggling or other illegal activities. 16) Posts money orders and other funds to appropriate inmate accounts. 17) Determines medical problems and calls medical department when assistance is required. 18) Responds to inmate and public requests in regard to bond amount, release dates, court appearances, etc. 19) Controls keys to supply room and money drop drawer. FRONT COUNTER: Visitors/Public/Phone 1) Provide personal and telephone reception for visitors and callers; provide general information as appropriate, screen and direct calls and visitors to appropriate party; and transfers calls to 911 as necessary; answer questions regarding bonds, inmate visitation, inmate s status, case numbers, jail policies, arresting officer and other arrest information. 2) Assist customers at the front desk. 3) Interact with public and personnel within the department to resolve issues. 4) Receive and analyze calls and determines who the caller should be referred to based on the topic of the call. 5) Receive and relay after hours calls for Child Protection, Social Services and domestic violence. Make decision whether these calls should be referred to dispatch for immediate action. 6) Receive and process Crime Stoppers calls and make decisions as to the proper course of action in relation to the call (e.g. forward report to a patrol supervisor for immediate action, completing report and forwarding it to Crime Stoppers the next business day). 7) Perform motor vehicle identification number (VIN) inspections. 8) Receive and release inmate property in accordance with applicable policies and procedures. 9) May be responsible for the release of inmate personal property to the public. Computer 1) Retrieve bond information for bondsmen, inmate friends and family members; type and prepare bonds; research and assign court dates for all local and other jurisdictions; process bond revocations. 2) Prepare and locate necessary reports, including Deputy or Officer reports, prosecution reports, warrant requests, and juvenile petitions; access incident report and provide information as appropriate to the public and other agencies. 3) Research, compile and release all types of records to the District Attorney s Office for discovery purposes. 4) Receive, generate, modify, update, proofread and correct reports. 5) Prepare incident reports as required. 6) Using the CBI terminal, research, confirm and/or cancel warrants for local law enforcement agencies; communicate with other criminal justice agencies in response to or request of information as needed. Research Department of Revenue records for driver s license and registered vehicle information. Generate, receive and distribute teletypes regarding officer safety, missing persons, attempts to locate, extradition information, and other criminal activity. Make decision whether this information should be forwarded directly to a patrol supervisor for immediate action. 7) Monitor documents, files, and computerized data to ensure the integrity of the Mesa County Sheriff s Office records and statistical information for which the public may have access.

3 8) Conduct research using the computer to locate incident numbers, names or personal information, property information, etc. for the general public and other law enforcement agencies. 9) Receive requests for records dissemination and make decisions of whether records can be released in accordance with the Open Records Law. 10) Investigate criminal histories for law enforcement agencies, Social Security Administration, and the Department of Labor; receives missing person/runaway reports; enter data and report information into CCIC/NCIC regarding missing persons, stolen autos, stolen guns and all articles bearing a known serial number. Enter NIBRS data regarding crimes for statistical analysis by CBI. 11) Using the CBI terminal, research data to ensure inmates are not pending charges, in another jurisdiction, before their release from the detention facility. 12) Operate optical imaging equipment used for scanning misc. documents originally stored in case files. Visitation Civil 1) Oversee inmate visitation; maintain accurate computerized logs on inmate visitors showing names of visitors and relationship to inmates, date/times of arrival and departure; check for warrants and active civil papers; conduct wand or pat down searches and ensure all visitors pass through the metal detector. 2) Ensure security and integrity of the entire facility during all hours by conducting searches for contraband and weapons, investigating and verifying identity of person in question; detecting persons with outstanding warrants or civil papers, deciding what course of action is required and notifying appropriate officials. 3) Coordinate jail personnel and inmates while directing visitors to assigned visitation booths. 4) Ensure all contraband is seized and secured before visitation with inmate is allowed. 1) Meet members of the public and receive all Civil papers for service. Collect and review all information to ensure accuracy. Electronically enter all paper work and generate a work sheet for Process Server. 2) After papers have been served, generate a return of service; ensure Plaintiffs receive appropriate refund check. 3) Input civil cancellations into computer. 4) Assist in providing information on vehicles in impound lot. Schedule all move outs and follow up on scheduling. 5) Waits on all customers at Civil counter; answers questions pertaining to service of papers, as well as serving papers, as needed. 6) Answers all calls pertaining to civil processes. 7) Handle all incoming mail, insuring it is forwarded to the proper department or individuals, as well as handling all paper work sent over by the Courts and District Attorneys office on a daily basis. 8) Handle all billings for District and County Court. Mail billings after the 1st of each month. 9) Make weekly bank deposits and balance cash taken in during the week for civil processes. 10) Responsible for the end of month reports on civil papers received, returned, and served and unserved, and total cash deposited for the month. 11) Ensure accuracy of fingerprint cards prior to submission to CBI and FBI. 12) Assist in Discovery for the District Attorney s Office. 13) Review jury lists to determine individual criminal records. Administrative 1) Generate and disseminate arrest and daily activity reports to local media and bondsmen. 2) Generate a variety of reports (e.g. missing persons, towed vehicles, counter reports and civil standby requests). 3) Develop and disseminate weekly Hot Sheet (a law enforcement criminal activity publication) to inter/intrastate criminal justice agencies. Coordinate information, including fugitive information, with other law enforcement agencies. 4) Process concealed weapon, explosive, and liquor license permits. 5) Conduct background checks for ride-along applicants, low-income housing requests, potential employees and various permits. 6) Serve civil papers after business hours. Determine appropriate course of action when service

4 could lead to hostile situations and immediate action is required. 7) Order supplies and equipment. Monies 1) Accept, credit and debit monies to inmate s accounts. 2) Receive and ensure proper recording of bond monies from general public, including cash bonds, personal recognizance bonds, surety bonds, municipal bonds and out of county/state bonds. 3) Responsible for receiving all fees paid by customers for services rendered. Maintain and balance cash register. 4) Responsible for accurate accounting of public and County funds. 5) Responsible for financial variances discovered in the course of fiduciary duties including, but not limited to, payroll deduction reimbursements. Training 1) Direct work activities of probationary/work release individuals. Instruct and train these individuals in methods and procedures. 2) Manage probationary/work release employee work and make recommendations regarding employee performance. 3) Train patrol officers, Field Training Officers, Sergeants and other law enforcement agencies on the Spillman Law Enforcement Systems and the optical imaging equipment. 4) Make hiring recommendations, during the selection process, by participating during oral boards. Miscellaneous 1) Operate with a minimum of supervision. 2) Perform additional, related duties as assigned by a supervisor. 3) Control keys to lobby doors, training room, gun lockers, property lockers, impound lot and fire extinguishers. 4) Provide notary public services to the public and internal employees. 5) Prepare, sort, file and distribute fingerprint cards. 6) Other Duties Assigned to Non-Shift Positions 7) Receives and ensures proper safekeeping and accounting of cash bond monies and dispersion to appropriate Court; obtains receipts from Court to ensure proper accounting of all cash bond monies. 8) Promptly researches and locates misplaced summons for Court; immediately forwards to proper Court upon location. 9) Using CBI terminal, researches, enters, confirms, and/or cancels warrants, stolen property, and other information for local law enforcement agencies; communicates with agencies in response to or request of information as needed. 10) Assists customers at front counter as time and work assignments permit; response to both telephone and personal inquiries; provides requested information when possible and refers caller or visitor to appropriate party. 11) Prepares cases; obtain Deputy or Officer reports and makes corrections as appropriate; ensures the proper attachment of all relevant information (e.g. summons, etc.). 12) Upon request of the District Attorney s Office, compiles, copies and forwards discovery to their offices. 13) Prepares bonds for court. 14) Computes inmate jail time for Detention facility. 15) Disperses records under open records laws; seals records per court orders; handle recordsrelated correspondence. 16) Performs records checks as needed for the public, recruiters, other employers, etc. 17) Obtains copies of reports for insurance companies upon request. 18) Collects records fees as appropriate. 19) Performs other related duties as assigned. Performs other related duties as assigned. MINIMUM QUALIFICATIONS REQUIRED: Education and Experience:

5 High school diploma or equivalent Any combination of education, training and experience which provides the knowledge, skills and abilities required for the job. PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: This position requires standing, stooping, sitting, bending, twisting, and lifting up to 100 pounds. The employee may be exposed to contagious diseases and other serious health conditions of inmates or inmate visitors. The employee may be exposed to volatile and\or unpredictable behavior of inmates or inmate visitors. The employee may be exposed to inmates or inmate visitors who are under the influence of drugs and/or alcohol. The employee may be exposed to inmates or inmate visitors who are unclean and/or not fully dressed.

RECORDS OFFICER 2. EXAMPLES OF DUTIES Duties may include, but are not limited to the following:

RECORDS OFFICER 2. EXAMPLES OF DUTIES Duties may include, but are not limited to the following: F031 Established: 12/11/01 Updated: 04/25/03 Updated: 03/03/05 RECORDS OFFICER 2 DEFINITION To perform technical clerical work in the Police Services or Corrections Divisions of the Department of Public