Clerk Typist III

Job Description

Under general supervision, provides responsible clerical support for the processing of criminal records, police reports, and inmate intakes and transactions. Retrieves criminal history, warrant and other information from, and enters warrant, court order, and other information into the Law Enforcement Information Network (LEIN). Maintains database information required to ensure the safety and security of inmates, officers, visitors and staff.

This is a full-time, benefitted position based out of the Fillmore complex in West Olive, MI, 49460. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m. Essential Job Functions The essential functions of this position include, but are not limited to, the following:

• Special Assignments - Assigned individual and group responsibility for various complex portions of the Records Unit functions, to include, but not limited to:
• LEIN Terminal Agency Coordinator (TAC). Maintains compliance with LEIN rules and operations, prepares for and assists with audits, and trains staff in LEIN use.
• Sex Offender Registry Coordinator. Monitors the reporting requirements of all registered sex offenders within our jurisdiction, trains staff in laws and registration process, educates offenders, and serves as liaison to the Michigan State Police (MSP) Sex Offender Registration Act Unit.
• Investigative Division clerical support. Point of contact for Investigative Division supervisors, Detectives, and Child Protective Services. Prepares investigative reports for the Prosecutor's Office, and trains staff in the preparation of warrant requests.
• Freedom of Information Act (FOIA) Assistant Coordinator. Processes and responds to FOIA requests, trains staff in the FOIA process, serves as public customer service contact for FOIA customers.
• Front Desk Team Lead. Prepares the schedules for public desk coverage at all service locations, trains staff in front desk operations, serves as customer service contact to resolve customer questions and issues.
• Michigan Incident Crime Reporting (MICR) compliance lead. Ensures criminal report data complies with State and Federal rules, trains staff in MICR rules, communicates with MSP MICR Unit, and ensures timely submission of data within MICR rules.
• Jail Intake Specialist. Processes individuals who are brought into custody at the detention facility. Verifies legal documentation, collects personal information and property, performs health and mental status screenings, and enters in and maintains data in the jail management system. Ensures a safe, efficient, and respectful intake process while maintaining compliance with department policies, laws, and confidentiality requirements.
• Collaborates with law enforcement, court personnel, internal jail staff, and jail medical and mental health professionals as needed.
• Types letters, reports and memoranda from dictation equipment or other sources.
• Performs data entry from police reports. Enters and maintains accurate and timely data into jail management and law enforcement systems.
• May prepare and type daily complex forms or reports relating to a wide variety of subject matter.
• Prepares daily warrant request forms for the Prosecutor's Office.
• Processes firearm registration forms and related documents.
• Checks and compiles statistical data to be used in records and reports.
• Greets and assists the public, answering inquiries of callers and visitors, utilizing knowledge of departmental procedures and policies and applicable laws. Processes payment on behalf of the department for a variety of public services.
• May be involved in various LEIN applications such as seeking background information, pre-employment checks, warrant entry and related LEIN duties.
• May assist the public in fingerprinting applicants.
• Processes paperwork associated with inmates being housed in the Adult Correctional Facility. Sorts incoming and outgoing mail, retrieves information and assists in the organization of inmate visits at the correctional facility.
• Assists in processing quarterly sex offender registrations and updates addresses and other registry information as appropriate.
• Performs other duties as assigned.

Required Education, Training and Experience High school diploma or GED required. Previous secretarial experience and/or data entry skills preferred. Ability to use transcription equipment required. Additional Requirements and Information

The qualified candidate will have the following knowledge and skills:

• Fast and accurate keyboarding skills.
• Basic knowledge of Michigan Court Rules and court processes.
• Basic knowledge of legal terminology.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to court records.
• Computer literacy and knowledge of word processing, spreadsheet and database management applications.
• Good time management and organizational skills.
• Good verbal and written communications skills.
• Good interpersonal and human relations skills.
• Ability to interact positively and professionally with law enforcement officers, corrections officers, prosecutors, attorneys, inmates, professional visitors and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.

LICENSES AND CERTIFICATIONS:

May be required to become LEIN certified.

PHYSICAL REQUIREMENTS:

• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.
• Must have sufficient visual acuity to detect contraband in the possession of female prisoners being searched.
• Must have sufficient auditory acuity to hear inmate responses to booking questions and to monitor behavior of female inmates during searches.
• Must have sufficient physical strength and manual dexterity to search female inmates.

WORKING CONDITIONS:

Work is mostly performed in a normal office environment. Possible exposure to a variety of disease agents and to bloodborne pathogens. Some assignments require working inside a secure correctional environment.

Disclaimer:

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Ottawa County is an Equal Opportunity Employer.

Benefits

Positions in this bargaining unit include Corrections Deputy, Court Services Officer, Animal Control Deputy, Clerk Typist II / Matron, and Clerk Typist III / Matron. Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information.

The current POAM Non-312 collective bargaining agreement can be viewed here.

The pay scale can be found here.

**Part-time benefitted positions will receive prorated benefits.