Clerk Typist III

Ottawa County•West Olive, MI

4d•Onsite

About The Position

Under general supervision, the Clerk Typist III provides clerical support for processing criminal records, police reports, and inmate intakes and transactions. The role retrieves criminal history, warrant, and other information from the Law Enforcement Information Network (LEIN), enters warrant, court order, and related information into LEIN, and maintains database information that supports the safety and security of inmates, officers, visitors, and staff. This is a full-time, benefitted position based at the Fillmore complex in West Olive, Michigan. Typical hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Depending on assignment, the employee may take on complex Records Unit responsibilities such as LEIN Terminal Agency Coordinator, Sex Offender Registry Coordinator, investigative clerical support, FOIA Assistant Coordinator, Front Desk Team Lead, Michigan Incident Crime Reporting compliance lead, or Jail Intake Specialist. The work may include maintaining LEIN compliance and preparing for audits; monitoring sex offender registration requirements; supporting investigations and prosecutor requests; processing FOIA requests; scheduling and training front desk staff; ensuring crime-report data compliance; and processing people entering custody, including verifying documentation, collecting information and property, screening health and mental status, and maintaining jail management data. Other duties include typing correspondence and reports, entering police-report data, preparing warrant request forms, processing firearm registration documents and payments, compiling statistics, assisting the public, handling correctional-facility paperwork and mail, organizing inmate visits, and processing sex offender registrations and updates. The work is mostly in a normal office environment, with some assignments inside a secure correctional environment and possible exposure to disease agents and bloodborne pathogens.

Requirements

High school diploma or GED.
Ability to use transcription equipment.
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 communication 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 public from varied socioeconomic and cultural backgrounds and with varying communication skills.
May be required to become LEIN certified.
Ability to perform essential job functions with or without reasonable accommodations, including visual or audiological appliances and devices to increase mobility.
Sufficient visual acuity to detect contraband in the possession of female prisoners being searched.
Sufficient auditory acuity to hear inmate responses to booking questions and monitor behavior of female inmates during searches.
Sufficient physical strength and manual dexterity to search female inmates.

Nice To Haves

Previous secretarial experience.
Data entry skills.

Responsibilities

Provide clerical support for criminal records, police reports, inmate intakes, and inmate transactions.
Retrieve criminal history, warrant, and other information from LEIN and enter warrant, court order, and related information into the system.
Maintain accurate database information supporting the safety and security of inmates, officers, visitors, and staff.
Perform assigned Records Unit special functions, which may include LEIN coordination, sex offender registry coordination, investigative clerical support, FOIA coordination, front desk leadership, MICR compliance, or jail intake.
Maintain LEIN compliance, assist with audits, and train staff in LEIN use when assigned as LEIN Terminal Agency Coordinator.
Monitor registered sex offender reporting requirements, train staff, educate offenders, liaise with the MSP Sex Offender Registration Act Unit, and process registrations and updates when assigned.
Support the Investigative Division, prepare investigative reports for the Prosecutor's Office, and train staff in preparing warrant requests when assigned.
Process and respond to FOIA requests, train staff in the FOIA process, and assist FOIA customers when assigned.
Prepare public desk coverage schedules, train staff in front desk operations, and resolve customer questions and issues when assigned.
Ensure criminal report data complies with applicable state and federal rules, train staff in MICR rules, communicate with the MSP MICR Unit, and ensure timely data submissions when assigned.
Process individuals brought into custody by verifying legal documentation, collecting personal information and property, conducting health and mental status screenings, and entering and maintaining jail management data.
Support a safe, efficient, and respectful intake process while following department policies, laws, and confidentiality requirements.
Collaborate as needed with law enforcement, court personnel, jail staff, and jail medical and mental health professionals.
Type letters, reports, memoranda, forms, and other documents from dictation equipment or other sources.
Enter police-report data and maintain timely, accurate information in jail management and law enforcement systems.
Prepare daily warrant request forms for the Prosecutor's Office.
Process firearm registration forms and related documents.
Check and compile statistical data for records and reports.
Greet and assist the public and answer caller and visitor inquiries using knowledge of departmental procedures, policies, and applicable laws.
Process payments for a variety of public services on behalf of the department.
Perform LEIN-related tasks such as background information searches, pre-employment checks, and warrant entry.
May assist the public with applicant fingerprinting.
Process paperwork associated with inmates housed in the Adult Correctional Facility.
Sort incoming and outgoing mail, retrieve information, and assist with organizing inmate visits.
Perform other duties as assigned.