Kennebec County Sheriff's Office
As Clerical Specialist, process, track and distribute inmate incoming and outgoing mail, to include daily inmate contact; to accurately maintain inmate records; to provide accurate daily, weekly and monthly reports and data to personnel and State Agencies as required, per established deadlines.
- Be committed to the mission of the county.
- Work as a member of a team in the performance of duties.
- Be punctual for scheduled work and use time appropriately.
- Work in harmonious relationships with all county employees and community.
- Perform duties in a conscientious, cooperative manner.
- Perform required amount of work in a timely fashion with a minimum of errors.
- Be neat and maintain a professional appearance.
- Possess a valid Driver’s license.
- To understand and work within Kennebec County Government Policies and Procedures.
- To work collaboratively as a member of a team with various groups of employees depending on the issue addressed.
- To accept shared responsibility with other staff members to successfully accomplish common goals.
- To assure quality in work performed in order to facilitate the delivery of quality services.
- Maintain confidence and protect county by keeping information concerning inmates and county operations confidential.
- Implement all measures prescribed in policies and procedures to ensure a high level of safety and security for inmates, vendors, and employees, while ensuring humane living conditions for inmates.
- Set a positive example of professionalism and decorum for other employees and inmates.
KEY EXPECTED RESULTS:
- Processes inmate mail, both incoming and outgoing, to include newspapers and legal/privileged mail, follows policy and procedure, and distributes directly to inmates inside of the jail.
- Completes data entry for incoming and outgoing mail, utilizing Excel spreadsheets and/or IMC to ensure and maintain accurate records.
- Inspects mail for contraband, ensuring proper mail procedures are being followed by all parties. Initiates disciplinary action forms and reports suspicious mail to the Office of Professional Review (OPR) or Major Crimes Unit (MCU), or designee, as necessary.
- Utilizes various forms to control and monitor mail processes to remove or minimize liability, and communicate to those sending mail and packages.
- Generates weekly “No Contact” Report to use for monitoring inmate mail, and distributes to Intake and Classifications for their use; also notifies appropriate personnel of violations, to include the DA’s Office.
- Maintains Inmate Grievance Spreadsheet, assigning tracking numbers and entering initial data on to Excel spreadsheet before forwarding to appropriate department or employee for responses. When completed ones are returned, responses are then summarized and entered on to the Excel spreadsheet.
- Physically mails all outgoing inmate envelopes and packages to external mail box and/or Post Office, on a daily basis. Will also post outgoing facility mail, when required.
- Completes and submits monthly Social Security report, meeting specific monthly deadlines.
- Completes and distributes weekly report to State Agencies: DHHS and Department of Labor, per established deadline.
- Ensures accurate record keeping by maintaining files and records for each inmate, supporting Compliance, Classifications, Programs and Administration.
- Assists scanning and filing inmate documents, when required to accurately maintain inmate records, in the designated records area.
- Assists with training personnel in using DocuWare for both scanning purposes, and/or retrieving information. Also provides training to new recruits on the various forms used in the facility, and incoming/outgoing inmate mail process, on a back-up basis.
- Responds to inmate written requests for mail logs, photocopies and indigent envelopes.
- Confirms inmate commissary money with the commissary vendor, on a daily basis.
- Assists with collecting of inmate mitt packs at Intake for Scanning purposes, as required.
- Maintains inmate confidence by keeping information confidential.
- Fields inquiries via phone, fax, and in person, from other Correctional Facilities, professional agencies/offices, and former incarcerated persons, to provide inmate information that can be shared publically, i.e. DHHS for child support, Social Security Administration, Courts and DA’s Office.
- Utilizes IMC and other resources to provide data and information to other personnel or outside agencies and professional offices.
- Supports DOC Compliance Inspections and other agency projects and responsibilities, as assigned.
- Cross-trains with other clerical personnel to provide coverage during absences and / or high volume situations.
- Completes all mandatory training that is required on an annual basis.
- Contributes to team effort by accomplishing related results as needed.
- Supports the county’s safety and health policies by attending required safety training programs; reporting all accidents, and suspected safety hazards to supervisor.
The physical requirements described here are representative of those that must be met by the incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, squat, talk, and hear. The employee is required to stand, walk, and use hands to finger a standard computer keyboard, use computer, printer, photocopier, phone, scanner, and fax machine.
The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, depth perception and the ability to adjust focus.
Due to the location of the office, frequent climbing and descending of stairs is a necessity. The records area is located in a separate building from the Correctional Facility, requiring the ability to walk outside to the garage area and work in an unheated/non-air conditioned room.
The work environment characteristics described here are representative of those the incumbent 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 quiet.
REQUIREMENTS AND SKILLS NEEDED FOR POSITION**:
- High School Diploma or equivalent.
- Daily contact with incarcerated persons inside of the jail.
- Driven and diligent in meeting established deadlines, per policy.
- Methodical and attention to detail.
- Excellent typing skills.
- Excellent verbal and written skills.
- Ability to deal with highly confidential material and maintain total confidentiality.
- Experience with computer and office equipment.
- Experience processing mail.
- Experience with scanning and record keeping.
- Knowledge of Microsoft Office: Word and Excel.
- Experience with creating and entering data in to Excel spreadsheets.
- Corrections or Law Enforcement experience.
- Knowledge and use of IMC.
Supervisor Clerical Specialist
**All requirements and skills are considered to be essential, unless otherwise indicated.
If you are interested in starting your career with us, a civilian application may be filled out and submitted at the link below:
If you are selected, Human Resources will contact you to set up an interview. You will need to bring the following documents with you:
- A copy of high school diploma or G.E.D.
- A copy of college degree (if applicable)
- A copy of military discharge DD Form 214 – Long Form (if applicable)
You will also need to know your Social Security Number.
Equal Opportunity Employer