Records Clerk

Administrative Assistant

Incumbent works closely with the administrative and support divisions and is responsible for a variety of administrative, secretarial and clerical duties, including but not limited to assisting law enforcement personnel by processing NCIC / LEADS entries, data entry, and processing of necessary reports and legal documents for the Sheriff's Office.

This division operates 16 hours a day, 7 days a week. This will require shift work, working holidays, and weekends. This position may include third shift / overnight hours in the future. Must have a valid Ohio Driver's License and a clean criminal record. Ability to obtain and maintain LEADS / NCIC operation certification.

Essential job functions include : processing / entering data and files NCIC / LEADS information, running LEADS / NCIC computer requests for law enforcement personnel as needed for investigations, preparing and participating in LEADS / NCIC audits and monthly validations, receiving, entering, filing, sorting, scanning, posting and maintaining documents, log forms and records, including Sheriff's Office reports, traffic citations and correspondences, distributing information as necessary, distributing Sheriff's Office reports internally and to the public upon request, entering protection orders and warrant information into necessary computer systems, completing warrant checks as necessary, picking up and delivering reports, correspondence and legal documents to local courts and agencies, performing typing, word processing and related computer operations, processing and distributing incoming and outgoing documents and correspondences, completing monthly reports as necessary, inventorying and stocking necessary office supplies, handling public inquiries, answering and directing telephone calls, faxing and copying materials as requested, and other duties as assigned by the Sheriff or designee.

Non-essential job functions include : performing related essential and non-essential functions as needed, participating and assisting with a variety of special projects as requested, and other duties as assigned by the Sheriff or designee.

Equipment : Ability to use the following equipment : computer and related office software, printer, copier, multi-line telephone, fax machine, and other modern office equipment necessary to perform duties.

Critical Skills / Expertise : Knowledge of the Ohio Revised Code, ability to follow established policies and procedures, ability to accurately complete, maintain and / or file records, reports and forms, ability to operate a multi-line telephone system and other standard office equipment, ability to communicate effectively, both orally and in writing, ability to multi-task, ability to develop working rapport with Office personnel and representatives of both private and public entities, ability to follow oral and written directions, ability to maintain confidentiality of information and records, ability to organize, prioritize, and plan work / tasks and to carry out programs, policies, and administrative matters, ability to transcribe information, type accurately and at moderate speed, read, write and spell common vocabulary, ability to work independently and achieve results, ability to work effectively with the public who may be upset, distraught, irate, emotionally or mentally or otherwise unable to function within reasonable range of constructive behaviors, knowledge of the Sheriff Office policies, procedures, practices and guidelines and the ability to apply as they relate to the assigned duties.

Individual carries out routine or recurring assignments or tasks. Errors in decisions or work are not immediately known through supervisory review, but are revealed through adverse effects on subsequent operations. Errors usually result in loss of time in other organizational units, causing substantial inconvenience to the public or embarrassment to the employing organization. No direct reports or supervisory responsibility.

Incumbent has contact with co-workers, employees in the department, public and private sector employees, law enforcement personnel, institutional residents and the general public.

Physical Requirements : The physical requirements of the position are identified as sedentary work, which may require the lifting of up to forty (40) pounds.

Physical Activity : The physical activities of the position are typing, talking, hearing, listening, reaching and walking.

Visual Activity : The minimum visual activity of the job is close to the eyes, and requires viewing a computer terminal and proofreading information.

Job Location : Incumbent works in a typical office setting and has limited exposure to adverse environmental conditions.