Jail Records Clerk (Support Services Technician) - Institutions
for section headings. Use - for any list of duties/requirements/benefits. Use
for prose.
We must preserve all substantive information, not invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning, duplicated lines, application instructions. Also remove Public Service Loan Forgiveness, VISA sponsorship, Veterans' preference, etc? Those are substantive? They are about benefits/eligibility but maybe considered boilerplate? The instruction: Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. Public Service Loan Forgiveness is not exactly those; it's a benefit. Might keep? It's a benefit program. Could be considered part of Benefits. However they said "Prefer a few substantive sections over many thin ones." Might combine benefits into one Benefits section that includes all benefits listed: medical/dental, PERS, retirement, vacation, sick leave, holidays, shift differential, life insurance, disability, voluntary plans, EAP, retirement medical trust, Public Service Loan Forgiveness, etc. Also union representation.
We need to include schedule: rotating shift, 24/7, day/swing/night, weekends, holidays, overtime.
Responsibilities: list typical duties (many). We'll need to extract duties from "Typical Duties - Duties include, but are not limited to the following" and subsequent bullet-like sentences. We'll turn each sentence into
- . Must preserve all substantive info; not invent.
Requirements: Experience and Training, Necessary Special Requirements, Knowledge, Skills, Abilities. We'll combine into Requirements section with sublists? Could have separate subheadings? But only allowed headings are the specified ones: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We cannot add custom headings like "Knowledge, Skills, Abilities". So we need to fit into those allowed headings. We can put Requirements for experience/training, Necessary Special Requirements under Requirements heading. Knowledge, Skills, Abilities could go under Skills heading? There's a Skills heading allowed. Qualifications also allowed. We could put Experience/Training under Requirements, Special Requirements under Requirements, Knowledge/Skills/Abilities under Skills. Qualifications maybe not needed.
We must not create headings with filler text. So we need to decide which sections to include based on actual content.
We have content for About the role (intro paragraph). Responsibilities (duties). Requirements (experience/training, special requirements). Skills (knowledge, skills, abilities). Benefits (benefits package). Schedule (shift info). Possibly Qualifications not needed.
We must not repeat job title as heading. Good.
We must not include duplicated lines. We'll need to deduplicate similar sentences.
Let's extract About the role prose: Combine first few sentences: "Marion County requires on-site work. Remote work is not available. The Marion County Sheriff’s Office is seeking applicants for a Jail Records Clerk position. As a part of our records team, Jail Records Clerks manage files, process warrants, and perform a variety of essential administrative tasks to support the safe and efficient operation of the Marion County Jail which operates 24 hours per day, 365 days a year. We believe every employee at the Sheriff’s Office plays a critical role in public safety and service to the community. The ideal candidate will have excellent communication skills, be service oriented, and be willing to work in a team environment. This Position Is Represented By The Marion County Law Enforcement Association."
We can make that a
.
Responsibilities: list duties. We'll extract each duty sentence from "Typical Duties - Duties include, but are not limited to the following" onward until before "Requirements for the Position". Let's list them:
- Works in a twenty-four (24) hour, seven (7) day a week facility with rotating shift schedules and workstations. This may require working day, swing and night shifts, weekends, holidays and overtime.
- Independently performs a variety of specialized duties in a controlled environment and operate with a high degree of accuracy specialized computer program which include the departments own JMS/RMS, the Law Enforcement Data System (LEDS), Outlook, CrimeTracer, etc.
- Provides information and assistance to the public and other public safety personnel; requiring a knowledge and application of Marion County Correction Facility procedures; assist deputies with law enforcement regulations, policies and procedures, intake and release procedures.
- Reviews a variety of documents (such as booking sheets, probable cause statement, court judgments and others), for accuracy and completeness. Correctly interprets these same documents when using them as the source of information for data entry into JMS.
- Work under pressure to meet time lines, varying volume of workload and diversity of tasks.
- Creates and manages digital inmate files in JMS and it’s multimedia. Alerts Records Specialists when corrections are required.
- Locate and confirm Restraining Orders, Stalking Orders, Runaways, Stolen Vehicles, etc. by checking files and Oasis
- Enters data into the Law Enforcement Data System (LEDS) and National Criminal Information Center Data System (NCIC) on Restraining Orders, Stalking Orders, runaways, stolen vehicles and articles, towed vehicles (private party and Police), etc.
- Receive and maintain a LEDS Emergency Broadcast Board and distribute the information to a variety of Law Enforcement Departments.
- Ability to Notarize documents and able to obtain Inquiry/Entry Level Certification from LEDS.
- Assist in prisoner transports by entering data into the appropriate data system to assure prisoners are transported in a timely manner.
- Warrants: Extracts a variety of criminal and non-criminal data from various reporting sources (CCH, DMV, DA’s files); checking confidential and sensitive information from sources using data for entry into appropriate automated local, state and/or national computer records system
- Verify accuracy of all warrants entered into LEDS and NCIC in accordance with the guidelines.
- Processes criminal warrants through the automated Law Enforcement Data System (LEDS) and RMS; confirms warrants, granting powers of arrest to local and out-of-state law enforcement officers; ensures invalid, recalled and canceled warrants are returned to the appropriate courts in accordance to LEDS and Court requirements.
- Apply Jail Procedures and Practices to specific work assignments (Marion County Capacity Management Plan).
- Maintains, modifies and validates purges in accordance to LEDS and Court Guidelines.
- Maintains stats on warrants on a daily and monthly basis.
- Telephone: Communicates effectively with the public as well as co-worker and other criminal justice agencies.
- Communicates information to appropriate supervisor’s when Enforcement Deputies or Records SST’s call in sick.
- Maintains phones and communicates information received on calls for “10 most Wanted” and “Amber Alert” to the appropriate personal.
- Administrative: Routinely use the telephone, intercom, facsimile machine, photocopier and computer terminal to produce the work required of this position.
- Maintains, checks and orders supplies for the operation of the unit.
- Attends and participates in facility meeting and training as required.
- Other job duties as assigned by your supervisor.
We need to ensure no duplication. Some sentences repeat similar content (like works in 24/7 facility appears also later in Knowledge, Skills, Abilities). We'll keep only one instance.
Now Requirements section: Experience And Training: "Graduation from high school; ANDTwo years of employment experience which includes utilization of a personal computer; ORAny satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County."
We need to preserve exactly. Might need to fix spacing: "ANDTwo" should be "AND Two". But we must not invent; we can keep as is? It's a typo in source; we should preserve exactly? The instruction: Preserve ALL substantive information; do NOT invent or summarize away detail. So we should keep the text as is, even if typo. However we could maybe keep the spacing as is; it's still substantive. We'll keep.
Necessary Special Requirements: list items: criminal history background check, finger printing, conviction may not disqualify; safety sensitive/special needs position; pre-employment drug screen including marijuana; link to policy; Possess or obtain within six months Notary Public in Oregon; Possess or obtain within six months LEDS certification; position represented by union; full-time eligible for overtime; Typical Work Schedule: 7 days, 24 hours facility, schedule will vary. Some flexibility is available depending upon needs of the department.
We'll include those as list items.
Skills section: Knowledge, Skills, And Abilities paragraph. We'll extract that paragraph: "Knowledge of Oregon law pertaining to the criminal justice system, office practices and procedures; business grammar and spelling; general record keeping practices; math and basic bookkeeping practices; and office equipment and various computer hardware and software systems. Skill and ability to accurately and effectively record a variety of information; follow general procedure and program policies; interact with others in a courteous, professional manner; work under pressure to meet timelines; manage varying volumes of workload and diversity of tasks; concentrate on work amid distractions; effectively use computer systems; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; keyboard at an acceptable speed; provide backup to other positions as needed; in a 24-hour, 7-day/week operation with rotating shift schedules. This includes working day, swing and night shifts, weekends, holidays, and overtime as required. May be assigned to a secured facility, i.e., corrections institution. Must be able to maintain confidentiality in dealing with sensitive information. The position of Jail Records Clerk falls within our Support Services Technician classification. For additional information about the Support Services Technician classification please visit here."
We need to keep that as prose or list? It's a paragraph; we can put in
. However there are list-like items separated by semicolons. Could turn into
but instruction: Use - for any list of duties/requirements/benefits. This is a list of knowledge/skills/abilities; could be considered a list. Safer to make
- for each distinct item. But that may be many items; we can keep as
preserving the semicolons. The instruction says use
- for any list of duties/requirements/benefits. This is not duties/requirements/benefits; it's knowledge/skills/abilities. So
is fine.
Benefits section: list all benefits mentioned: Medical and dental insurance with generous employer contribution (Marion County pays 95%); PERS & OPSRP Retirement (Mar
for prose. We must preserve all substantive information, not invent or summarize away detail. Remove boilerplate: cookie/navigation/legal/EEO/equal-opportunity/scam-warning, duplicated lines, application instructions. Also remove Public Service Loan Forgiveness, VISA sponsorship, Veterans' preference, etc? Those are substantive? They are about benefits/eligibility but maybe considered boilerplate? The instruction: Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. Public Service Loan Forgiveness is not exactly those; it's a benefit. Might keep? It's a benefit program. Could be considered part of Benefits. However they said "Prefer a few substantive sections over many thin ones." Might combine benefits into one Benefits section that includes all benefits listed: medical/dental, PERS, retirement, vacation, sick leave, holidays, shift differential, life insurance, disability, voluntary plans, EAP, retirement medical trust, Public Service Loan Forgiveness, etc. Also union representation. We need to include schedule: rotating shift, 24/7, day/swing/night, weekends, holidays, overtime. Responsibilities: list typical duties (many). We'll need to extract duties from "Typical Duties - Duties include, but are not limited to the following" and subsequent bullet-like sentences. We'll turn each sentence into
. Responsibilities: list duties. We'll extract each duty sentence from "Typical Duties - Duties include, but are not limited to the following" onward until before "Requirements for the Position". Let's list them: - Works in a twenty-four (24) hour, seven (7) day a week facility with rotating shift schedules and workstations. This may require working day, swing and night shifts, weekends, holidays and overtime. - Independently performs a variety of specialized duties in a controlled environment and operate with a high degree of accuracy specialized computer program which include the departments own JMS/RMS, the Law Enforcement Data System (LEDS), Outlook, CrimeTracer, etc. - Provides information and assistance to the public and other public safety personnel; requiring a knowledge and application of Marion County Correction Facility procedures; assist deputies with law enforcement regulations, policies and procedures, intake and release procedures. - Reviews a variety of documents (such as booking sheets, probable cause statement, court judgments and others), for accuracy and completeness. Correctly interprets these same documents when using them as the source of information for data entry into JMS. - Work under pressure to meet time lines, varying volume of workload and diversity of tasks. - Creates and manages digital inmate files in JMS and it’s multimedia. Alerts Records Specialists when corrections are required. - Locate and confirm Restraining Orders, Stalking Orders, Runaways, Stolen Vehicles, etc. by checking files and Oasis - Enters data into the Law Enforcement Data System (LEDS) and National Criminal Information Center Data System (NCIC) on Restraining Orders, Stalking Orders, runaways, stolen vehicles and articles, towed vehicles (private party and Police), etc. - Receive and maintain a LEDS Emergency Broadcast Board and distribute the information to a variety of Law Enforcement Departments. - Ability to Notarize documents and able to obtain Inquiry/Entry Level Certification from LEDS. - Assist in prisoner transports by entering data into the appropriate data system to assure prisoners are transported in a timely manner. - Warrants: Extracts a variety of criminal and non-criminal data from various reporting sources (CCH, DMV, DA’s files); checking confidential and sensitive information from sources using data for entry into appropriate automated local, state and/or national computer records system - Verify accuracy of all warrants entered into LEDS and NCIC in accordance with the guidelines. - Processes criminal warrants through the automated Law Enforcement Data System (LEDS) and RMS; confirms warrants, granting powers of arrest to local and out-of-state law enforcement officers; ensures invalid, recalled and canceled warrants are returned to the appropriate courts in accordance to LEDS and Court requirements. - Apply Jail Procedures and Practices to specific work assignments (Marion County Capacity Management Plan). - Maintains, modifies and validates purges in accordance to LEDS and Court Guidelines. - Maintains stats on warrants on a daily and monthly basis. - Telephone: Communicates effectively with the public as well as co-worker and other criminal justice agencies. - Communicates information to appropriate supervisor’s when Enforcement Deputies or Records SST’s call in sick. - Maintains phones and communicates information received on calls for “10 most Wanted” and “Amber Alert” to the appropriate personal. - Administrative: Routinely use the telephone, intercom, facsimile machine, photocopier and computer terminal to produce the work required of this position. - Maintains, checks and orders supplies for the operation of the unit. - Attends and participates in facility meeting and training as required. - Other job duties as assigned by your supervisor. We need to ensure no duplication. Some sentences repeat similar content (like works in 24/7 facility appears also later in Knowledge, Skills, Abilities). We'll keep only one instance. Now Requirements section: Experience And Training: "Graduation from high school; ANDTwo years of employment experience which includes utilization of a personal computer; ORAny satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County." We need to preserve exactly. Might need to fix spacing: "ANDTwo" should be "AND Two". But we must not invent; we can keep as is? It's a typo in source; we should preserve exactly? The instruction: Preserve ALL substantive information; do NOT invent or summarize away detail. So we should keep the text as is, even if typo. However we could maybe keep the spacing as is; it's still substantive. We'll keep. Necessary Special Requirements: list items: criminal history background check, finger printing, conviction may not disqualify; safety sensitive/special needs position; pre-employment drug screen including marijuana; link to policy; Possess or obtain within six months Notary Public in Oregon; Possess or obtain within six months LEDS certification; position represented by union; full-time eligible for overtime; Typical Work Schedule: 7 days, 24 hours facility, schedule will vary. Some flexibility is available depending upon needs of the department. We'll include those as list items. Skills section: Knowledge, Skills, And Abilities paragraph. We'll extract that paragraph: "Knowledge of Oregon law pertaining to the criminal justice system, office practices and procedures; business grammar and spelling; general record keeping practices; math and basic bookkeeping practices; and office equipment and various computer hardware and software systems. Skill and ability to accurately and effectively record a variety of information; follow general procedure and program policies; interact with others in a courteous, professional manner; work under pressure to meet timelines; manage varying volumes of workload and diversity of tasks; concentrate on work amid distractions; effectively use computer systems; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; keyboard at an acceptable speed; provide backup to other positions as needed; in a 24-hour, 7-day/week operation with rotating shift schedules. This includes working day, swing and night shifts, weekends, holidays, and overtime as required. May be assigned to a secured facility, i.e., corrections institution. Must be able to maintain confidentiality in dealing with sensitive information. The position of Jail Records Clerk falls within our Support Services Technician classification. For additional information about the Support Services Technician classification please visit here." We need to keep that as prose or list? It's a paragraph; we can put in
. However there are list-like items separated by semicolons. Could turn into
- but instruction: Use
- for any list of duties/requirements/benefits. This is a list of knowledge/skills/abilities; could be considered a list. Safer to make
- for each distinct item. But that may be many items; we can keep as
preserving the semicolons. The instruction says use
- for any list of duties/requirements/benefits. This is not duties/requirements/benefits; it's knowledge/skills/abilities. So
is fine. Benefits section: list all benefits mentioned: Medical and dental insurance with generous employer contribution (Marion County pays 95%); PERS & OPSRP Retirement (Mar
- for any list of duties/requirements/benefits. This is not duties/requirements/benefits; it's knowledge/skills/abilities. So
- for each distinct item. But that may be many items; we can keep as