Record specialist

Description

The County of Yolo is recruiting for four (4) regular, full-time positions in the class of Corrections Records Specialist I at the Yolo County Sheriff's Office (YCSO).

Selected candidates will be assigned to Records unit of the Detention section at the Monroe Detention Center and will have a significant amount of contact with the public, including people who have been arrested and are being booked into the correctional facility.

The ideal candidate will demonstrate the ability to conduct themselves in a calm, assertive manner and will feel comfortable interacting with a diverse group of people.

HEAR FROM THE TEAM

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WORK SCHEDULE

The Corrections Records team currently operates in the following four shifts :

Shift A

Sunday, Monday, Tuesday : 6 : 00am - 6 : 00pm

Every other Wednesday : 6 : 00am - 2 : 00pm

Shift B

Thursday, Friday, Saturday : 6 : 00am - 6 : 00pm

Every other Wednesday : 6 : 00am - 2 : 00pm

Shift C

Sunday, Monday, Tuesday : 6 : 00pm - 6 : 00am

Every other Saturday : 6 : 00pm - 2 : 00am

Shift D

Wednesday, Thursday, Friday : 6 : 00pm - 6 : 00am

Every other Saturday : 6 : 00pm - 2 : 00am

NOTE : This shift schedule may change in the future.

THE POSITION Under general supervision, the incumbent performs the daily administrative and clerical duties in the Detention section of the Sheriff's Office;

and to perform related specialized detention records work as may be required. This is the entry-level class of the Corrections Records Specialist series assigned to work in the Detention section of the Sheriff's Office.

Under general supervision, incumbents learn to perform the routine, complex, and specialized clerical and administrative duties associated with jail operations.

Incumbents must be willing to work irregular hours, which may include rotating shifts, weekends, and holidays. Incumbents are expected to qualify for Corrections Records Specialist II at the end of one year of satisfactory performance in this position.

Interested applicants should submit an online County of Yolo Employment Application, a completed supplemental questionnaire, verification of education (if qualifying via the education pattern) and a valid typing certificate to be considered for the next step of the selection process.

For important and detailed information regarding the application and selection process for this recruitment, please see the APPLICATION AND SELECTION PROCESS section of this job announcement below.

Essential Functions

The following duties are typical of those performed by incumbents in this classification. However, other duties may also be required :

Prepares, processes, maintains and files a variety of records, reports and permits used in the Sheriff’s Office; processes necessary documents for support service within the Detention Facility and the Sheriff’s Office;

prepares and processes correspondence and reports to the Department of Justice and other federal and state agencies.

Operates the system to input and obtain accurate data necessary to fulfill the demands of a law enforcement agency; answers phones, relates messages, types a variety of reports, documents and other related departmental correspondence;

keeps accurate records of all monies of inmates in custody that are received and disbursed.

Schedules in and out of county court appearances; prepares, maintains and distributes court lists, including daily arrangement calendar;

facilitates and coordinates out-of-state extraditions between California agencies and out-of-state agencies and jurisdictions.

• Processes warrants, including system entry, modification or cancellations, sending out warrant letters, teletype abstracts, warrant locates, and other warrant correspondence;
• processes paperwork and system entry, modification or cancellations related to and including restraining orders; towed, stored, stolen and recovered vehicles and boats;

missing and located persons, stolen and recovered property and guns.

Processes DOJ database audits; processes fingerprint cards verifying that accurate information is submitted to the Department of Justice and other federal and state agencies.

Enters inmate data into Jail Management System, and processes crime reports, citations, and other related functions in the Records Management System.

• Receives subpoenas as an authorized agent of the Custodian of Records for the Sheriff’s Office; receives and processes visitors, correspondence, phone calls, and other inmate information.
• Performs monetary transactions, data terminal operations, and processing booking information, bail, warrants, teletypes, contact messages, and court paperwork;
• performs time calculations for inmates who are serving time in the detention facility; arranges for inmate releases to other law enforcement agencies;

performs other related clerical and administrative duties as required.

Employment Standards

MINIMUM QUALIFICATIONS

Education : Completion of high school or possession of and

Experience : Minimum two (2) years of paid office clerical experience. (60 college semester units may be substituted for the required experience on a year-for-year basis).

Typing Speed : Typing ability of minimum 35 net words per minute.

• Knowledge of : The Public Records Act and release of information; facility security rules and regulations; law enforcement terminology;
• department rules and procedures; legal documents encountered in normal performance of duties; general provisions of commonly used codes and laws;

records maintenance, indexing and filing including records of monies received and disbursed; general office equipment; procedures and practices.

• Ability to : Type no less than 35 words per minute; operate word and data processing equipment. S machine, and other office equipment;
• apply correct English usage, spelling, grammar; establish and maintain effective relationships with those contacted during the course of work;
• use sound judgment in maintaining departmental confidentiality; interpret and enforce institutional rules, regulations and policies with firmness, tack and impartiality;
• effectively control, direct and instruct the public individually and in groups; understand and follow rules, oral and written instructions;

make effective and reasonable decisions in emergencies and take appropriate action as directed; learn and use radio; respond to emergencies which may include the direction of flow of any professional and public visitors to the facility.

Special Qualifications : Persons employed in this class must be willing to work odd, irregular, and / or rotating shifts, holidays and weekends.

License : Positions in this classification require incumbents to possess and maintain a valid California driver’s license, Class C or higher, to carry out job related duties.

Individuals who do not meet this requirement due to a physical or mental disability may request a reasonable accommodation.

Application & Selection Process

It is highly recommended that you print this job bulletin for future reference.

Your application should highlight all relevant education, training, and experience, and clearly indicate how you meet the minimum qualifications for the position as of the closing date.

Application information must be current, concise, and related to the requirements in this job announcement. A resume may be included with your application;

however, it will not substitute for the information requested on the application. In addition to a completed application, applicants are required to submit a completed supplemental questionnaire, verification of education (if qualifying via the education pattern) and a current valid typing certificate that demonstrates the ability to type 35 WPM.

Incomplete applications will be disqualified.

SELECTION PROCEDURE

The following is a tentative schedule of events that will occur as part of the selection process. The selection process steps may change with or without notice.

• Screen for Minimum Qualifications
• Written Examination
• Department Selection Interviews
• Background Investigation
• Conditional Job Offer, pending :
• Medical Examination

TYPING CERTIFICATE There are a variety of businesses and agencies where you can obtain a typing certificate. Most applicants get a certificate at a temporary employment agency.

See details below regarding eligible typing tests.

• Online typing certificates are not accepted. In order for your typing certificate to be accepted, it must meet the following criteria :
• The test must be a minimum of three minutes long.
• The test must have been in the past 12 months of application. Typing certificates older than 12 months are not accepted.
• The certificate must include time limit of the test, gross words per minute, number of errors, date of test, and the signature of the person administering the test.

The certificate must be on agency letterhead.

WRITTEN EXAMINATION All candidates meeting the minimum qualifications will be invited to the written examination. This examination may test for, but is not limited to, the essential knowledge and abilities listed in this job announcement.

Qualified applicants will be notified of the exact date, time, and location of the examination to the email address included in the application.

All candidates competing in the testing process will receive written notice of their examination results by email. Applicants achieving a passing score will be placed on the eligible list in rank order.

The rank is determined by the test score attained from the examination, in conjunction with any county or veteran's preference points.

VERIFICATION OF EDUCATION Acceptable forms of educational documentation are official or unofficial transcripts that list the student's name, institution name, field of study and date the degree was awarded.

For recent graduates who have not received proof of their degree yet, a letter from the registrar's office stating that all requirements for graduation have been met and listing the field of study will be sufficient proof of graduation.

Please do not send originals; copies of the required documents are acceptable. Any submitted documents will not be returned.

All foreign transcripts or diplomas must be in English. If the institution does not provide these documents in English, the applicant will need to provide a translation which has been done by a professional agency.

The County of Yolo will accept education as equivalent to accreditation from Institutions that are listed as members of the International Association of Universities.

Applicants who possess a degree or completed coursework that is not from an accredited college or university, must submit one of the following : 1.

A written statement from a accredited university or college that states that the applicant is qualified for entrance to a program of graduate studies for which a degree in a related field is required.

2. An evaluation of the applicant's degree and coursework equivalency by a private organization that provides foreign credential evaluation services.

The evaluation must include a comparison of comparable courses for content, credit and grade. Note : Foreign language documents must include a precise word-for-word English translation of all foreign language documents.

It is the responsibility of each applicant to prove to the satisfaction of the County that the applicant meets the specific requirements listed on the job announcement for each specific examination.

• The following is a list of private organizations that provide foreign credential evaluation services. Fees range from $50 to $400 per document;
• processing times vary from 5-20 business days. For further information, please contact the organization(s). The County of Yolo does not endorse these business entities;

this list has been developed for informational purposes only.

EDUCATIONAL RECORDS EVALUATION SERVICE

601 University Ave., Suite 127

Sacramento, CA 95825

916) EDUCATION DOCUMENT Box 151739

San Diego, CA 92175

619) FOR APPLIED RESEARCH, EVALUATION & EDUCATION, Box 18358 Anaheim, CA 92817

714) SERVICES ASSOCIATES, INC.

409 North Pacific Coast Highway, # 393

Redondo Beach, CA 90277

310) EDUCATION RESEARCH FOUNDATION CREDENTIALS EVALUATION Box 3665

Culver City, CA 90231-3665

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CONTACT INFORMATION

For questions about the position or about employment with the County, please contact Human Resources by e-mail at or by phone at (530) 666-8055.

EQUAL EMPLOYMENT OPPORTUNITY It is the policy of the County of Yolo to provide equal employment opportunity for all qualified persons, regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics / information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance.

The County will comply with all of its obligations under State and Federal laws regarding the provision of reasonable accommodations to applicants.

Reasonable testing arrangements may be made to accommodate applicants with disabilities or who are unable to attend a scheduled test due to religious reasons in accordance with the Fair Employment and Housing Act and the Americans with Disabilities Act.

Please call the County of Yolo Human Resources Office at (530) 666-8055 at least five (5) business days prior to the scheduled test date to request accommodation.

Documentation from a medical doctor, rehabilitation counselor, or other qualified professional will be required.

RETIREMENT

Were you hired into a CalPERS or other public agency reciprocal system for the first time on or before January 1, 2013? If so, you most likely have "Classic" member status.

Classic members of CalPERS (or CalPERS reciprocal) agencies who come to work for Yolo County will remain Classic members!

Classic" member CalPERS retirement formulas are :

Misc : at 55

Safety : at 55

Deputy Sheriff Safety : at 50

New" member CalPERS retirement formulas (for employees hired into a CalPERS agency for the first time after January 1, 2013) are :

Misc : 2% @ 62

Safety : @ 57

BENEFITS

The County of Yolo offers a generous benefits package including :

• Health, Dental, and Vision Insurance
• CalPERS Retirement
• Deferred Compensation Plans
• Flexible Spending Accounts
• Employee Assistance Program
• Vacation, Sick, and Administrative Leave
• Holidays & Floating Holidays
• Disability Plans
• Social Security & Medicare

Benefits for County positions are specific to the bargaining unit of the position. The Salary Resolution (accessible

Once you've identified the bargaining unit, you can look up the benefits for a particular position by going to our Benefits Summaries by Bargaining Unit page on our website, by clicking

01 The job bulletin for this class outlines the steps in the application and selection process, and contains all necessary information that an applicant will need to complete and submit a complete application packet.

Complete application packets MUST be submitted prior to the closing date. Candidates will not be given additional time to submit additional information.

I have read and certify that I understand the application instructions for this position. I understand that all required documents must be submitted by the closing date, and I have reviewed the job bulletin to ensure I understand what is required to submit a complete application packet.

02 I have read the above instructions and understand that my responses to the supplemental questions are required, and my responses will be used to determine the best qualified candidates for this job.

I certify that my responses are accurate to the best of my knowledge. I understand that should my name be placed on an eligible list and it is later found that my responses are inaccurate, my name will be immediately removed from the eligible list and I will be deemed ineligible for consideration for employment in this class with Yolo County.

• Regular employee who has passed probation and currently holds permanent status with the County.
• Regular employee who is currently serving a six or twelve month probationary period.
• Currently employed as Extra Help or Limited Term.
• I am NOT employed by the County of Yolo.

04 I understand that my application will be rejected if a valid typing certificate is not attached.

05 I understand that my application will be rejected if verification of my education is not provided (if qualifying via the education pattern).

Not Applicable

06 Do you possess two (2) years of paid office clerical experience?

07 If you answered "Yes" to question #6, please provide additional information regarding the types of clerical duties performed in the positions / organizations that were identified on your application.

08 If you answered "No" to question #6, have you completed a minimum of 60 semester units?

Required Question

Last updated : 2024-07-14

Salary : $44,325 - $53,893