Under direct supervision of the Lieutenant - Support Services, the Clerical Specialist I – Sheriff’s Office is responsible for supporting the functions of the Sheriff’s Office which is vital to the protection of the life, property, and preserving the public peace. This position is responsible for maintaining, classifying, and committing documents and records, processing warrants, permits, and other various records, and performing receptionist duties. The incumbent will also be responsible for performing the following: assisting with property and evidence data entry functions, assisting with development of statistical data and reports, assisting in the release of data privacy materials, and performing various clerical functions in the Records and Civil Division or Other Agencies and participating in professional staff development.

ESSENTIAL FUNCTIONS:

• Performs receptionist duties for the Sheriff's Office. Greets visitors and provides direction to services needed and questions asked. Exhibits a pleasant and helpful disposition to all internal and external individuals. Answers telephone and transfers calls as appropriate. Maintains office supply inventory. Sorts incoming and outgoing mail and directs to the appropriate recipients.
• Maintains, classifies, and commits documents and records. Organizes and maintains records in such manner that allows for easy accessibility. Preserves and retains records as prescribed by law, administrative rules, or policy. Operates the records management system to properly classify and enter data. Commits documents to a computerized repository using quality control guidelines. Maintains various reports and forwards to proper agencies. Maintains reports in accordance with record retention schedules. Assists with monthly BCA validations and audits. Cross train with the Records Coordinator and the Civil Process Specialist to achieve a working knowledge of both positions.
• Processes warrants, permits, and other various records. Assists in the processing of Sheriff's Office warrants. Maintains correct and up to date information entered at the local, state, and national level. Assists in the processing of ATV and burn permits and permits to purchase and carry firearms at the local and state levels. Assists in the processing of suspense records and predatory offender information.
• Assists with property and evidence data entry functions. Assists in the receiving, storage, preservation, delivery, and disposal of evidence within generally acceptable means as gathered by the Blue Earth County Sheriff's Office and outside contracted agencies. Assists in property and evidence audits. Acts as a resource to the public when they need to recover personal belongings from property and evidence.
• Assists with the development of statistical data and provides reports. Assists in the tracking and compiling of statistical data as needed or required by the Sheriff's Office Administration. Assists in the development and/or creation of statistical reports. Compiles and maintains budgetary reports.
• Assists in the release of data privacy materials and records. Redacts reports, transcriptions, and 911 recordings prior to release to the media and public. Properly enters data in Minnesota Criminal Codes. Reviews, edits, and corrects a variety of national, state, and local data.
• Promotes a diverse, culturally competent, and respectful workplace.
• Interacts positively with internal and external customers. Communicates and interacts effectively and respectfully with employees, supervisors, individuals from other organizations, and customers.
• Performs the physical demands of the position.
• Attends work during regularly scheduled hours.

ADDITIONAL FUNCTIONS:

• Performs clerical functions of the Records and Civil Division. Assists in records maintenance for the following police departments: Mapleton, Eagle Lake, Lake Crystal, Madison Lake, and any other contracted agencies.
• Provides Credible Testimony in Court. Attends and testifies in criminal and civil court proceedings. Represents the interests of the county, state, and federal government. Makes a verbal account for observations, actions, and findings while performing official duties.
• Participates in professional staff development. Participates in training and education opportunities to maintain and improve proficiency. Attends and participates in professional organizations. Reads appropriate journals and articles. Associates with agents and departments from other counties and states to learn about and maintain professionalism.
• Performs other related functions as apparent or assigned.

MINIMUM QUALIFICATIONS:

• High School Diploma/GED
• Certificate or Degree in clerical, administrative secretary, or related field OR
• 3 years' general clerical experience

PREFERRED QUALIFICATIONS:

• Experience working in a law enforcement setting in an administrative capacity
• Experience working in a high-volume customer service environment
• Experience working in a government setting

CONDITIONS OF EMPLOYMENT:

• Must successfully pass a background check.
• Must possess a valid driver's license and the ability to drive in the State of Minnesota.
• Must comply with all federal and state laws and organizational and departmental policies and regulations.
• Must comply with data practices policies and standards relative to not public data. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data is being accessed, incumbent should take reasonable measures to ensure the not public data is not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished the not public data must be properly stored according to county policy and the Minnesota Statutes.

Flexible hours, generally between Monday through Friday and 8:00 am – 5:00 pm, depending on workload but not to exceed 20 hours per week. Hours of work are structured to meet the needs of the public served.