Job Details

CLASSIFICATION TITLE:

Records Clerk

SALARY:

$38,581.20 - $49,901.56

DEPARTMENT:

Sheriff

Closing Date:

05/14/2024 12:00 a.m.

FLSA STATUS: Non-exempt - overtime pursuant to Collective Bargaining Agreement or Human Resources and Labor Relations Policy

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

GENERAL SUMMARY:

In this role, you will perform a variety of clerical and/or accounting duties, which require an understanding of departmental operations, a high degree of accuracy and independent judgment. The successful candidate will be organized and responsible, with excellent customer service skills.

*Please note: Previous experience with Law Enforcement Records Management System (LERMS) is preferred, specifically New World and Jail Tracker. Please clearly indicate if you have this experience within your application.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Performs data entry for record keeping, tracking, registration, inventory and ordering.

Updates and maintains computer records at the office, County and State of Michigan level.

Processes invoices as accounts payable/receivable, prepares and submits requests for payment of invoices and posts payment entries.

Answers procedural questions regarding various departmental functions, duties and procedures, schedules appointments, etc.

Assists customers in person, online or over the telephone.

Receives, processes and deposits payments/money for fees, fines, daily bank deposits, etc.

Performs bookkeeping to balance accounts, makes check requests and journal entries, maintains spreadsheets, etc.

Prepares a variety of documents and correspondence using personal computers, printers, email, and other electronic means for department heads, elected officials, managers, supervisors and others.

Operates a variety of computer database software programs required for efficient operation of services. 

Manages and accounts for petty cash operations.

Arranges interpreter services, coordinates scheduling and processes billing arrangements.

Audits accounts (internal/external), verifies debits/credits, applies appropriate adjustments and updates account status.

Reviews forms, letters and legal documents for accuracy, correcting errors or rejecting forms to the originator to have them corrected and resubmitted.

Maintains a variety of department, program and office operational records.

Operates standard office equipment such as personal computers, facsimile machines, copiers, scanners, calculators and adding machines.

Performs related work as required.

QUALIFICATIONS:

Required Education and Experience:

• High school diploma or GED equivalent

• Minimum of two (2) years of office clerical work experience

Required Licenses or Certifications:

• Possession of a valid Michigan driver’s license, operable automobile and insurance

Preferred Education and Experience:

• Associates degree or higher

• Three (3) or more years of office clerical, bookkeeping or accounting related work experience

• Previous experience with Law Enforcement Records Management System (LERMS) is preferred, specifically New World and Jail Tracker

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:

Knowledge of:

• Modern office procedures and methods

• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County

• Principles and practices of basic bookkeeping and invoice processing

• General clerical/administrative support and secretarial processes common to office administration

• Manual and electronic filing and record keeping procedures and retention schedules

• HIPAA and other laws or County policies for maintaining record confidentiality

• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation

• A variety of programs eligibility, enrollment and verification policies and practices

• Database applications and report writing, data mining and collection for operational review (financial/electronic medical records, court case management and others)

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public

• Providing customer service to internal and external customers via phone, email and in person

• Performing a variety of duties, often changing from one task to another of a different nature

• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios

• Organization and time management

• Operating personal computers with current versions of office efficiency software and applications

• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting

• Assigning, prioritizing, monitoring, and reviewing work assignments

Ability to:

• Provide excellent customer service to both internal and external customers with tact and courtesy

• Effectively speak, write and understand the English language

• Speak and understand a language other than English is preferred

• Understand and carry out oral and written directions

• Meet schedules and deadlines of the work

• Accurately organize and maintain paper documents and electronic files

• Work independently

• Maintain the confidentiality of information and professional boundaries

• Perform moderate level clerical/administrative related duties with a high degree of accuracy

• Lead and train staff and coworkers

• Learn new policies, practices and procedures

• Read and understand laws, rulings and other published guidance

• Handle, process and account for large sums of cash/money

• Understand and follow complex registration, eligibility and enrollment guidelines