Clerical Specialist - Corrections

Application Requirements

In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at [email protected] or 610-829-6382.

Equal Employment Opportunities – It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

Job Description

GENERAL PURPOSE
The Clerical Specialist – Corrections is responsible for performing a variety of administrative and professional work in support of the Department of Corrections. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department's mission.



SUPERVISION RECEIVED
This position reports directly to the Deputy Warden of Operations, or the Corrections Operations Administrator – Personnel during the Deputy Warden’s absence.



SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.



ESSENTIAL DUTIES OF THE POSITION
Interacts with County management, employees, vendors, and affected individuals both within and outside of the County government, on a regular basis to assist with the completion of general informational requests or to direct request to appropriate staff in order to provide the highest level of customer service.


Receives and processes incoming correspondence. Refers to next level staff for further review or processing, if necessary. Processes all mailed correspondence received in the department and distributes to appropriate parties.


Creates files, and maintains filing system of inmate records and other records in alphabetic, chronological, numeric, or other basis. Pulls and reviews files, and refers to the appropriate worker or supervisor when action is required. Retrieves requested materials from files.


Serves as the timekeeper for the Department of Corrections. Accurately enters time information into Kronos according to established deadlines. Maintains record of Corrections employees’ work schedules, scheduled time off, and leave balances. Coordinates with Payroll to resolve any discrepancies.


Maintains confidentiality of employee and inmate records.


Establishes, administers, and maintains assigned inmate accounts. Arranges for funds to be paid out per the inmate’s request, for child support orders, to post bail, or upon release. Delivers payments to other County offices, such as the Criminal Division or Domestic Relations, as needed.


Maintains, reconciles, and replenishes the petty cash account.
Prepares daily bank deposits and delivers to Community Corrections Facility to be picked up by the armored truck.


Performs accounting functions as assigned, including but not limited to: delivering bail to the Criminal Division, posting batch deposits, and positive pay after checks are run.


Coordinates with administrative personnel, vendors, and suppliers to order items needed within the facility, for both inmates and staff. Obtains quotes as necessary. Generates purchase orders through ERP software, or charges purchase on a P-Card.


Registers employees for conferences and trainings, making all necessary reservations (hotel, rental car, and airfare).


Maintains records, logs, and daily lists containing various departmental information and produces reports when needed. Runs daily reports concerning the function of the specific department as needed.


Trains other clerical staff as needed.

• An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS



EDUCATION & EXPERIENCE: Completion of a High School, or general equivalency diploma; AND


At least two (2) years of full-time, professional general clerical work experience.


Must maintain annual certifications in First Aid, CPR (Cardio Pulmonary Resuscitation) and AED (Automated External Defibrillation).



BACKGROUND INVESTIGATION: As a post-offer, prerequisite for appointment, appointees must pass a criminal history check.



URINE DRUG SCREEN: As a post-offer, prerequisite for appointment, appointees must pass a urine drug screen.


Employees assigned to this title will be required to submit to a Criminal Background Check and Child Abuse Clearance at least every three (3) years, per PREA (Prison Rape Elimination Act). Employees will be required to stay aware and adhere to PREA regulations and understand the circumstances of said Federal regulations.



KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of clerical practices and procedures commonly employed in corrections.


Thorough knowledge of proper records management, retention of records, and cataloguing of files.


Thorough knowledge of clerical accounting methods and techniques used in maintaining established accounts, posting and balancing transactions, and compiling reports.


Knowledge of Microsoft Office, including Word and Excel.


Ability to learn to navigate through the jail management system, UKG Work Force Central, in order to accurately enter employee time, and UKG Telestaff for employee scheduling.


Knowledge of County government processes and government terminology.


Ability to interpret and apply policies and procedures.


Ability to work independently as well as in a team setting.


Ability to follow both verbal and written instructions to perform duties as assigned.


Ability to read, write, speak, understand and communicate in English to perform the duties of this position.


Ability to communicate effectively verbally and proficiently in writing with various employees, managers, and other County staff.


Ability to establish and maintain effective working relationships with officials and representatives of other agencies, prisoners, co-workers, and the public.


Ability to handle confidential information in an effective and discreet manner.


Ability to prepare and analyze comprehensive reports, carry out assignments, and administer existing and proposed programs. Ability to prepare, edit, and maintain accurate documents, reports, records, files and materials.


Ability to read, understand, and interpret technical materials concerning corrections and the criminal justice system.


Ability to plan, organize, and prioritize tasks in order to complete assignments and meet deadlines.


Ability to work in a correctional environment.



TOOLS AND EQUIPMENT
Personal computer (including Microsoft Office applications and other specialized software), telephone, calculator, portable radio, copy machine, fax machine, scanner, and first aid equipment.



PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to stand, walk, sit, and talk or hear.


The employee must occasionally lift and/or move up to twenty-five (25) pounds.


The physical demands described here 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 ENVIRONMENT
While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and is exposed to normal indoor dust/dirt.


The noise level in the work environment is usually moderate and inmates under supervision may be in the same area as the employee.



SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.


The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.



FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)

DESIGNATION: CAREER SERVICE

PAY GRADE: RU-17

UNION STATUS: AFSCME RESIDUAL UNIT


Updated June 2023