Records Technician II
Douglas County, NE - Omaha, NE

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Screening Process Successful completion of a pre-employment background/security clearance check on a national and local level, a drug screening test, a physical examination and a back assessment which evidences the ability to safely lift and carry items (mail bags, mail trays, storage boxes, etc.) weighing up to 75 pounds.

Primary Function
Under the direction of the Director of Corrections or designee, the incumbent helps reconcile inmate escrow accounts; records, verifies, and processes monies received for inmate accounts; receives, provides receipts, and returns inmate property; orders inmate commissary and resolves commissary purchase issues; collects and reviews timesheets and pays inmate workers; adjusts inmate debit calling accounts upon release; collects, searches, sorts, and distributes inmate mail; helps train staff. These functions are performed on a 24-hour a day, seven-day a week basis.

Primary Duties & Responsibilities:

A. ACCOUNTING
Verify accuracy of receipts and monies received from inmates, the public, and via mail.

Help audit computerized reports of previous day’s transactions and balance accounts.

Post money to inmate accounts using mainframe computer programs.

Prepare cash drawers to support 24-hour a day, seven-day a week accounting operations.

Prepare deposits to transfer cash to financial institutions.

Prepare and mail checks to government agencies, vendors, and the public on behalf of inmates.

Release cash and/or checks to inmates to settle accounts upon release from custody.

Release money from inmate accounts as directed by inmates.

Respond to requests from inmates regarding account balances, disputed transactions, etc.

Review time sheets and post money to accounts to pay inmate laborers.

B. INMATE MAIL
Collect mail from postal service centers.

Inspect incoming inmate mail for compliance with department policy.

Sort inmate mail and deliver to inmate housing units.

Process and deliver to inmates, legal mail and mail requiring special handling.

Collect and distribute outgoing inmate mail and correspondence.

Assist inmates who want to correspond with inmates confined in other correctional facilities.

C. RECORDS MAINTENANCE AND DISPOSITION
Organize and maintain records in current, intermediate, and long-term storage.

Determine disposition of records in accordance with law and policy.

Maintain library of records stored on electronic media.

Provide originals or copies of records to authorized agencies and personnel.

Disclose information to the public, attorneys, and law enforcement agencies as authorized.

Research inmate records using mainframe computer programs.

D. INMATE PROPERTY
Receive, inventory, receipt, and store personal property from inmates.

Retrieve, inventory, receipt, and return personal property to inmates.

Prepare missing property receipt when items of personal property are missing.

Assist inmates transferring to another facility remove personal property.

Release personal property as requested by inmates.

E. COMMISSARY OPERATIONS
Reconcile orders received from commissary vendors against shipping documents.

Use commissary hardware and software to prepare commissary requisitions for inmates.

Maintain and distribute commissary order forms to inmate modules.

Receive and investigate inmate complaints regarding commissary services.

Adjust inmate accounts to correct commissary errors, reverse commissary, or to reverse inmate debit calling accounts.

F. OTHER DUTIES
Prepare informational reports to describe in detail accounts of events that occur in the workplace.

Cooperate with law enforcement and staff who are conducting investigations.

Collect sort and deliver incoming and outgoing department mail.

Package and deliver parcels to postal service centers as needed.

Answer telephone calls to the central number, provide basic information regarding department or inmate status and transfer calls as appropriate.

Provide notary service for inmates and the department as needed.

Perform the duties of the Records Technician I and/or Records Technician III as needed.

Provide training to staff as needed.

Perform other related duties as assigned.

Qualifications:

High school graduation or equivalent.

Two years* of related experience in a position performing clerical, filing, mailroom, or directly related functions.

Experience or training which evidences knowledge of Microsoft Word, Access, and Excel software, programs.

Experience working in a correctional facility or law enforcement agency preferred.

Successful completion of a pre-employment security clearance check conducted on a national and local level.

Successful completion of a pre-employment drug screening and back assessment.

Must possess and maintain a valid driver’s license at the time of hire and throughout the course of employment. Own mode of transportation desirable.

Ability to obtain and maintain Nebraska notary and experience providing notary service preferred.

Ability to read, write, and speak Spanish preferred.

*Approved education beyond high school may be substitute for work experience on a year-for-year basis.

Physical Requirements & Working Conditions:

The physical demands and the work environment characteristics described 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 functions.

Work is generally performed indoors in an office setting and requires some physical activity, including extended periods of sitting, standing, walking, kneeling, bending, crouching, reaching, stooping, stooping, and climbing stairs and ladders. An incumbent must have the ability to transport themselves to and from various locations throughout the Corrections Department.

An incumbent must have the ability to frequently lift and/or carry equipment, supplies, and other materials weighing up to 50 lbs., and to occasionally lift and/or carry equipment, supplies, and other materials weighing up to 75 lbs. An incumbent must also possess the hand-eye coordination and manual dexterity necessary to use hands and arms to reach, finger, handle, grasp, and feel; and operate the following: computers, and any other equipment that is used to perform essential functions of the job.

Work hours may be required before and after daylight hours. Noise level is usually moderate. Vision abilities, correctable to normal ranges, include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. Communications abilities include the ability to talk and hear within normal ranges.

Work requires interaction with inmates, the general public, and may be stressful when dealing with irate inmates or citizens and/or time constraints.

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