Detention Civilian/ Administrative Assistant

The Ravalli County Sheriff's Office is seeking a full-time Detention Civilian/Administrative Assistant.

Wages & Compensation:

• Hourly Starting Wage: current base rate of $18.33
  
• Longevity pay increases annually: 1%

Benefits:

• Annual Vacation Leave: 15 days (3 weeks) paid leave per year
• Sick Time: 12 days paid leave per year
• Holidays: 10 paid holidays (11 in State General Election years) 
• Public Employees Retirement System (PERS): Employee contribution - 7.9%, Employer contribution - 9.07%, fully vested after five years
• Medical, Dental, and Vision group health insurance: The County offers $1086 per month toward six group health insurance plans with the option to add family coverage. Alternatively, the County provides an In-Lieu of Insurance payment of $493 per month with proof of other qualifying health coverage.
• Group Life Insurance: If enrolled in the group health plan, the County provides $25,000 basic group term life insurance. Employees have the option to purchase additional life insurance, even if not enrolled in the group life plan.
  
• Employee Assistance Program: The EAP provides confidential access to professional counseling services. Available to all employees and their immediate family members.
• 457 Plan: The County offers a voluntary deferred-compensation retirement plan allowing pre-tax and after-tax Roth contributions.

ACCOUNTABLE TO:

The following chain of command: Detention Sergeant, Detention Lieutenant, Undersheriff, and Sheriff.

SUMMARY OF WORK: 

Under administrative direction: Updates and maintains inmate activities and movement from inside the secure facility control room; reviews detention officers inmate and court related financial transactions and related records entry for error; serves as direct liaison for the general public, contracted service providers, courts, and detention administration and general staff; coordinates activities with other agencies and offices; assists in organizing charges and maintains records of all incoming inmate commissary items; performs a variety of administrative and technical tasks relative to assigned area of responsibility.

AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE:

The following duties are typical for a Detention Civilian / Administrative Assistant. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address Sheriff’s Office needs and office changing practices.

Control Duties:

• Answer phones and direct calls as needed.
• Reply to all emails and faxes in a timely manner.
• Maintain and keep updated jail roster and daily briefing.
• Maintain a log of all inmate activities/movements within the jail management system.
• Log all incoming bonds in jail management system.
• Communicate with staff over portable radio.
• Assist inmates through intercom system.
• Watch all facility security cameras to observe inmate/officer movements and activities.
• Report any security issues or breaches.

General

• Greets, and resolves questions from: the public, inmate family members, courts, bondsmen, attorneys and clergy members.
• Help family and friends of inmates with the lobby Turnkey Kiosk.
• Phone work and direct calls as needed.
• Assists in scheduling appointments, court appointed Mittimus time, Informational Bookings, DNA/SVOR registrations, and other special appointments that may arise.
• Mail or deliver inmate Green Sheets to proper courts.
• Mail Surety Bonds to appropriate courts.
• Distribute incoming and outgoing detention mail and packages.
• Assists in ordering inmate and office supplies as needed.
• Assists in maintaining, organizing, and inventory of supply room and commissaries.
• Deliver warrants to dispatch, as needed.
• Log and distribute incoming and outgoing detention mail and packages.

Inmate Funds, Commissary, and Jail Operations

• Assist in organizing, sorting and accurately enter inmate information into the inmate financial software program.
• Assist with inmate funds in the financial software.
• Maintain accurate inmate financial records for each inmate. Entering all incoming money and charges to the respective account.
• Check for inaccuracies within the jail management system and inmate financial software.
• Assists in providing training and answering questions about jail management systems.
• Assist in answering inmate Accounting Requests regarding accounts, charges, commissary orders, and a variety of other inmate requests.
• Assists general public with outside deposits to inmate accounts.
• Process all shortages of commissary products. Prepare shortage/credit report for commissary provider.
• Assist in processing releases from the financial software for distribution to inmates that are being transferred or released.

Cash Bonds

• Verify correct information related to all bonds in jail management system and logs.
• Assist in processing related financials in a timely manner.
• Assist in maintaining financial record related to bond transactions.

Other Duties

• Assist in preparing reports and monthly billings for DOC/MHP/USM for inmate housing.
• Assist in researching and reporting on financial grievances for Division Lt.
• Research, acquire and maintain information and skills for assisting detention staff with daily functions of the Detention Center.
• Daily contact with other officers keeping all staff advised of on-going issues regarding inmates and/or family members.
• Assists administration and supervision in projects, as needed.

QUALIFICATIONS:

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of: 

• Current Jail Records Management System
• Inmate financial management system
• General accounting practices.
• Jail retention requirements.
• Inmate population and their family members, confederates and individuals associated to their specific case for security purposes or discovering of unlawful or fraudulent contact.
• Principles and applications of public relations.
• Principles and practices of data collection.
• English usage, spelling, grammar, and punctuation.
• Inmate Manual, Policy and Procedures Manual and Administrative Directives.

Abilities to:

• Deal effectively while preserving good relations with the general public concerning inmate/public transactions, response to requests and inquiries during direct or telephonic communication.
• Analyze public/family members/inmate financial transactions for fraud in attempt to circumvent inmate generated debt to Ravalli County.
• Establish and maintain effective working relationships with staff employees, supervisors, city/county/state/federal officials and vendor representatives.
• Acquire knowledge of all jail operating systems.
• Enter and maintain accurate data and financial records.
• Meet deadlines.
• Multi-task.
• Work independently.
• Operate office equipment.
• Maintain confidentiality.
• Create new and restructure/organize existing systems and related procedures.
• Think clearly and act quickly in a variety of situations.
• Prepare clear and concise reports and routine correspondence.
• Effectively present and communicate information/directions to the general public and other employees of the organization.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Perform other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE GUIDELINES: Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Experience:

Performing the above knowledge, abilities, and job performances are acquired through a combination of education, training, and experience.  Must be a least 18 years of age; must have a High School diploma or equivalency; pass oral interview and background investigation; demonstrate proficiency of keyboarding 40 wpm with no more than 5 errors; knowledge and practical application of the function of the personal computer; familiar with computer software programs and applications; functional understanding and previous exposure to modern office equipment and machines; ability to read write and fully comprehend the English language; one (1) year of similar experience, preferred.

 License or Certificates:

Possession of a valid Montana driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Extensive public contact; the noise level in the work environment is usually moderate but may be very loud due to sirens, building maintenance work, etc.; may be required to travel outside the County to attend meetings or trainings; work in an office setting with artificial light, using a desk, chair, and computer; works in an office environment under normal conditions; works extended periods of time with computers/monitors.

Physical: Primary functions require sufficient physical ability to walk, stand, or sit for prolonged periods of time; occasionally stoop, bend, kneel, crouch, reach, and twist; occasionally climb and balance; regularly push, pull, lift, and/or carry light to heavy weight; operate office equipment including use of computer keyboard; requires a sense of touch, finger dexterity, and gripping with hands and fingers; ability to speak and hear to exchange information; ability to operate a vehicle to travel to various locations.