Detention Records Office Manager

About the Department

Under general supervision, performs various advanced staff support duties and manages a variety of confidential and complex office activities within the Sheriff’s Office.

Position Duties

ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.  This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required.  Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:

• Carry out the Sheriff’s Mission and Vision and adhere to the Office’s Core Values; Trust, Service, Community;
• Cultivates high morale and team culture within a correctional setting;
• Performs all services at a high-level and is customer service oriented;
• Provides administrative assistance to the Captain/Jail Administrator;
• Ensures all activities are conducted in compliance with federal, state and local laws, as well as rules and regulations outlined in the Brazoria County Sheriff’s Office manuals and County Policy and Procedure manual;
• Provides supervision and guidance to other administrative support personnel within the Detention Division;
• Responsible for scheduling, planning and facilitating all appearances of the Captain/Jail Administrator as well as the appointments of the Captain/Jail Administrator;
• Ensures all paperwork is accurately completed and submitted in a timely manner;
• Performs receptionist duties by receiving calls from members of the public, responding to inquiries, providing information within scope of responsibility and referring calls to other co-workers as appropriate;
• Performs general office work, including routine filing, copying and data processing;
• Assembles and compiles basic data for reports or presentations from established sources as directed;
• Remains competent and up-to-date in the use of all major Microsoft Office Applications; 
• Focal point for BBB, Bonding Agents, Attorneys, Law Enforcement Agencies, and Public
• Maintains proficiency in the essential functions of a Records Assistant
• Performs other assigned duties

Minimum Qualifications

EDUCATION, REQUIREMENTS, AND TRAINING: -- the preferred way to obtain the minimum knowledge, skills and abilities to perform the essential duties and responsibilities of this position are listed below. The County reserves the right to allow substitutions in the event that a candidate or incumbent exceeds requirements in one area but may be deficient in another.

EDUCATION, EXPERIENCE & TRAINING GUIDELINES:

• High school diploma or equivalent;
• Must be 21 years of age.

 LICENSE & CERTIFICATION REQUIREMENTS:

• Valid Texas Driver’s License;
• Open Fox Certification (provided by department)

QUALIFICATION REQUIREMENTS: -- to perform this position successfully, an individual(s) must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required.

Knowledge of:

• County and state legal principles, practices, procedures regarding the court system.
• Court settings.
• Public information rules and procedures.
• Records retention rules and procedures.
• Civil process laws and procedures.
• Criminal process laws and procedures.
• Legal terminology.
• Modern office procedures and equipment.
• Department policies, procedures and regulations covering specific areas of assignment

Skill and Ability in:

• Communicating effectively, both orally and in writing.
• Maintaining strict confidentiality.
• Establishing and maintaining cooperative working relationships with judges, managers, supervisor, employees, external public agencies and organizations, attorneys, teachers, bonding companies and the general public.
• Using initiative, discretion and decision making within established procedures, guidelines and rules.
• Defining problems, collecting data, establishing facts and drawing valid conclusion.
• Performing effectively under stressful working conditions.
• Providing effective customer service.
• Multitasking.
• Operating a personal computer and various software applications.

Other Qualifications

PHYSICAL DEMANDS: -- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Environmental Conditions: Duties and trainings are generally performed within Brazoria County in both indoor and outdoor environments. Occasionally, duties and trainings are performed outside Brazoria County. Exposure to extreme and stressful environmental conditions may include, but not limited to: Natural disasters; Manmade disasters; High-voltage areas; Low-light to no light conditions; Bright light conditions; Confined spaces; 

Physical Demands: Certain physical abilities are required to ensure the essential functions of the position are able to be performed. These abilities may include, but not limited to: Walking, running, standing, sitting, kneeling, bending over for long periods of time; Carry, push, pull, drag, or hold light to medium objects; Maintain rational decision-making abilities in high-stress situations; Engage in high-stress and challenging training scenarios; Speak and hear in order to communicate effectively in person, through telephone, and through emergency radios.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.