Administrative Clerk II - Central Records (Sheriff's Office) - Walworth County : Job Details

Administrative Clerk II - Central Records (Sheriff's Office)

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Administrative Clerk II - Central Records (Sheriff's Office)

Salary

$18.83 - $25.51 Hourly

Location

Elkhorn, WI

Job Type

Full-time

Job Number

2024-00143

Department

Sheriff's Office (Non-Sworn)

Opening Date

11/12/2024

Closing Date

11/26/2024 11:59 PM Central

• Description

• Benefits

An Equal Opportunity Employer

Position Summary

This position is responsible for providing timely and professional customer service for public inquiries and responses to open records requests for the Sheriff's Office. The duties of this position will require the viewing or listening of sensitive information and materials that may at times be graphic and disturbing in nature. Time sensitive entry of emergency warrants, restraining orders, or injunctions may require availability outside of normal Monday – Friday working hours.

SCHEDULE

Division: Central Records

Days: Monday - Friday

Work Hours: 8:00 a.m. - 4:30 p.m.

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.00 full-time, hourly non-exempt

Essential Duties and Responsibilities

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Answer telephone lines and effectively handle requests or properly route the calls to appropriate staff in the Sheriff's Office, other county offices or outside agencies.

Provide information to the public regarding the Sheriff's Office, the jail and other departments.

Assist the public, as well as attorneys, Probation and Parole agents and various law enforcement agencies at the front counter and over the phone.

Perform hit confirmations and enter detainers in the TIME system and records management system (RMS).

Enter felony, misdemeanor, traffic, child support and other warrants into RMS and the TIME system. Ensure warrants get cancelled out of the TIME system immediately if the warrant is quashed or satisfied.

Process open records requests of various types and complexity from the public following state statutes and case law. Ensure information is properly redacted prior to the release of records.

Process daily court list, communicating information with the District Attorney's Office, Clerk of Courts, Court Security, and Jail. E-refer cases to the District Attorney's Office for lockups. Process individuals who are on the court list for extradition.

Run criminal history and Department of Transportation records on individuals for submission to the District Attorney's Office, ensuring the records obtained from the TIME system are for the correct subject.

Process bond payments for individuals incarcerated in the Walworth County Jail or other county jails and individuals not in custody. Verify bond information through the RMS and/or by TTY with other law enforcement agencies.

Register professionals at the front counter for jail visitations. Verify all personal and business information for visitors and obtain up-to-date contact information.

Obtain purge amounts and/or court dates for individuals arrested on child support commitments/warrants.

Create arrest entry in RMS for individuals confined on criminal warrants.

Assist deputies, detectives, jail staff and command staff with various office duties.

Send information on wanted individuals to various law enforcement agencies via TTY.

Scan various records into RMS and maintain database of all open records requests processed.

Route incoming faxes to the proper individuals and/or divisions within the Sheriff's Office and process faxes received for Central Records.

Enter temporary restraining orders, extensions, injunctions, and certificates of service into the TIME system.

Accept civil process paperwork at the front counter and enter the necessary information into RMS.

Track court dates and notify Jail Intake, Court Security, the District Attorney's Office, and Clerk of Courts to ensure defendants that are charged criminally but not confined in the jail at the time of the crime are booked and printed prior to conviction.

Maintain cash drawer ensuring cash accountability and reconciliation with next shift.

Maintain visitor log and provide visitor passes for all individuals entering secured areas of the building.

Process sexual offender registration forms and maintain updated personal information in RMS on all sexual offenders residing in Walworth County.

Perform background checks on applicants for liquor and other related licenses as submitted by various townships within Walworth County.

Back up Administrative Clerk III and other Administrative Clerk II positions in Central Records as necessary.

Demonstrate a commitment to county safety and risk management efforts.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school diploma or equivalent competencies, and two to three years of relevant prior experience. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Proven experience with legal and medical terminology.

Knowledge, Skills and Abilities Required

• Knowledge of juvenile law, Health Insurance Portability and Accountability Act (HIPAA), Drivers Privacy Protection Act (DPPA), case law as it relates to decedents rights, open investigations, mental health records, releasing financial information, and utilizing the balancing test.

• Ability to utilize a wide variety of technology, computer software and digital media to perform to duties of the position.

• Ability to effectively communicate with and assist people of various socioeconomic backgrounds.

Certificates, Licenses, Registrations

Advanced TIME Certification - If this certification is not held at time of hire it must be obtained within twelve (12) months of the date of hire as a condition of continued employment; failure to obtain said certification will be grounds for termination.

Interactions and Communications

Responds to others' requests for basic and general information.

Decision Making

This position has authority to make decisions that are within detailed procedures and protocols and under close supervision. These decisions directly impact performance in the job and/or work unit within the department and information is provided to others for their decision making.

Thinking and Problem Solving

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.

Tools & Equipment Used

Telephone Personal Computer/Printer

Calculator Electronic Scanner

Typewriter Copy Machine

Fax Machine

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel. The employee frequently is required to sit, stand and reach with hands and arms and talk or hear. The employee is occasionally required to walk, climb or balance and stoop, kneel, crouch or crawl. The employee must frequently reach with hands and arms and lift up to 10 pounds. The employee may occasionally be required to lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Selection Process

TO INCLUDE:

Formal Walworth County Electronic Application

Education & Experience Review

Oral Department Interview

Reference Check

Background Investigation

Post Offer Physical Exam

Drug Screen

Other job related tests may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY

H - Non-Represented Hourly Employees

BARGAINING UNIT: Non-Represented Hourly Employees Hired on or after January 1, 2012

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.

BASIS OF PAYMENT: You are paid for actual hours worked plus pay for any accrued benefit time for which you are eligible. You are eligible for overtime or compensatory time in accordance with provisions of the Fair Labor Standards Act.

SCHEDULED TIME OFF: Accrued based on straight-time hours paid each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. As a full-time employee you earn scheduled time off (pro-rated for part-time) equivalent to the following:

10 days per year after 1 year of Walworth County Service

15 days per year after 5 years of Walworth County Service

20 days per year after 15 years of Walworth County Service

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision, Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.

Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.

Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.

Life Insurance: The County provides you with term life insurance in an amount equal to $25,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.

Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.

LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & employee shall pay 33% of the premium.

Vision Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.

WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.

EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.

TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:

Deferred Compensation (S457 plan)

Medical Spending Account (S125 plan)

Dependent Care Plan (S125 plan)

Health Savings Account (S223 plan)

WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a net-check basis.

DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.

EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-###-#### for help.

BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).

You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.

JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.

MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.

LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.

Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.

Agency

Walworth County

Address

P.O. Box 1001 100 W. Walworth Street Elkhorn, Wisconsin, 53121

Phone

262-###-####

Website

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