JOB INFORMATION

Non-exempt; full-time; 40 hours per week; Monday – Friday; 7:30 a.m. – 4:30 p.m.; full-benefits

This administrative position within the Records Section of the Frederick County Sheriff's Office is responsible for the daily data entry of various reports into the in-house computer record keeping system. Other responsibilities include filing, answering inquiries from the public and distribution of reports. Supervision is received from the Records Section Supervisor.

Frederick County Government recognizes the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members. If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.

TOTAL COMPENSATION PACKAGE:

Frederick County offers an extensive compensation package to reflect how much we value our employees. The following is what you can expect in your first year as a full time benefited Frederick County Government employee.

• 11 days of Vacation leave with increase after 2 years of employment
• 15 days of Sick leave with unlimited annual carryover
• 11 paid scheduled holidays, plus 2 additional floating holidays
• Day 1 coverage of comprehensive Medical Insurance Plan option to include generous County HSA contribution (if enrolled in the high-deductible plan). This is part of a full range of benefits including Dental, Vision, and Flexible Spending
• 100% County paid 2x annual salary Group Term Life Insurance benefit
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• County and Employee funded Defined Benefit Pension Plan
  • Vesting after 10 years of service
  • Additional service credit for eligible previous public service, military service, etc
• Other employee paid benefits such as Deferred Compensation Plan, Legal Resources, Supplemental Life Insurance, etc.

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

• Perform data entry timely and accurately into the Sheriff's Office in-house computer record keeping system to include: Vehicle Storage Reports, Court Intakes, Ride Along Forms, Trespass Orders and Field Interview Reports
• Scan documents into I/Leads in-house system to include: Incident Report attachments, Statements, Vehicle Storage Reports, Court Intakes, Ride Along Forms, Trespass Orders and Field Interview Reports
• Interact daily with various courts throughout the State, other criminal justice agencies and the public concerning various reports in person, by mail and telephone
• Copy and distribute reports to other appropriate law enforcement agencies as required, and to the public when releasable
• Perform criminal record and firearms checks for authorized government and law enforcement agencies as requested
• Maintain and distribute forms utilized by Sheriff’s Office personnel to include updating current forms and creating new forms
• Enter paper traffic citations into Delta system; complete transmittal form and forward to District Court
• Maintain citation book issuance ledgers; provide inventory of citations books at front desk
• Maintain inventory of all citations books to include supply ordering
• Upload all crash reports from Delta to Carfax on a daily basis
• Perform monthly contact with victim’s of crimes of theft, through letters and phone calls
• Perform general office support duties for the Records Section (e.g. photocopy, process daily mail, file, etc.)
• Serve as back-up for other administrative support/clerical staff as needed
• Perform other duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Any single position may not be assigned all duties listed above, nor do the examples cover all duties that may be assigned.

QUALIFICATIONS AND REQUIREMENTS

The qualifications / requirements, knowledge/skills/abilities and physical demands or working conditions 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.

• High school graduation or the equivalency
• Minimum 2 years of administrative support work experience
• Minimum 1 year data entry work experience
• Intermediate skills in the use of MS Office Suite

KNOWLEDGE / SKILLS / ABILITIES:

• Ability to effectively access and utilize word processing and data management systems and equipment
• Strong clerical skills including the ability to accurately update and maintain manual and computerized files and filing systems
• Ability to work with sensitive information and maintain appropriate confidentiality
• Ability to learn to use on-line equipment and systems assigned to the Records Section
• Ability to organize work, determine priorities and complete assigned work with minimal supervision
• Ability to develop and maintain effective working relationships with co-workers and the general public
• Strong and effective spoken and written (English) communication skills

PREFERENCE MAY BE GIVEN FOR:

• Civilian law enforcement experience
• Experience working within a law enforcement records section
• Advanced skills in the use of MS Office Suite
• Direct customer service work experience

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

• While working in this position, the employee is required to frequently sit, walk, stoop, kneel, crouch, reach and make repetitive motions; occasionally lift up to 20 pounds and push up to 40 pounds
• While working in this position, the employee is required to constantly work indoors

ADDITIONAL INFORMATION / EXAMINATION PROCESS

• Available for varied work hours to accommodate meetings, trainings or other departmental commitments
• This position is subject to random drug testing
• When considered under the Frederick County Employees Retirement Plan, this position is designated as "non-uniformed"

KIND OF EXAMINATION (may include):

1) An evaluation of training and experience
2) Related office skills testing
3) One or more interviews
4) A pre-employment background investigation
5) A pre-employment polygraph test (inquiries include criminal, credit, drug use and personal history)
6) A pre-employment physical examination and drug test

This description reflects management's assignment of essential duties; it does not proscribe or restrict the tasks that may be assigned.

Retirement Plan:
A defined benefit retirement plan is provided for all regular County employees. Employees are automatically enrolled in either the Uniformed Plan (5 year vesting) or the Non-Uniformed Plan (10 year vesting) depending upon position classification. The majority of support for the plan is provided by the County; however, employees are required to make a mandatory pre-tax contribution towards their benefit. Retirement benefits are payable at normal, early or delayed retirement. Retirement benefits are also payable upon termination and in the event of death or disability.

Health Insurance:
County employees have a choice of two medical insurance plans, an In-Network (HMO) Plan or a High Deductible medical plan with a Health Care Savings Account, to provide coverage for medical and surgical expenses, hospital and emergency care expenses, mental health expenses and prescription drugs. The County and participants share in the cost of the health insurance with the employee having the benefit of pre tax contribution deductions. Medical insurance goes into effect on the first day of active employment.

Dental Insurance:
Employees may select coverage from one of three dental plan options, ranging from a PPO plan to a dental HMO plan. Coverage includes preventive care, fillings, crowns, bridges and dentures, and the cost of dental insurance is shared by both the County and the employee. Dental insurance goes into effect on the first day of the month that follows the eligible employee's completion of 30 days of active employment

NOTE: Employees working 75% or greater of a 35 or 40 hour position are eligible for health & dental insurance.

Flexible Spending Accounts:
The Flex Spending plan allows employees to pay health and day care expenses with pre-tax dollars. Employees may set aside part of their salary in a special account that can be used throughout the year to reimburse themselves for out-of-pocket medical expenses. The maximum contribution is $2,700 per year for Health Care Spending and $5,000 for Dependent Care Spending (work-related day care expenses). Examples of expenses that can be reimbursed for Health Care Spending include, but are not limited to: deductibles, co-payments, dental fees, chiropractors' services, and eyeglasses / contact lenses.

Life Insurance:
Employees are insured for 2 times their annual salary in case of death plus 2 times their annual salary for accidental death. Employees do not contribute to the premiums for this coverage. A Voluntary Life Insurance Program is offered to regular County employees. The plan allows employees to purchase individually owned term life insurance for themselves, spouses and dependents.

Savings Plan - Deferred Compensation:
The County offers a Section 457 Plan. Deferred compensation plans allow participants to save for retirement in either a pre tax or post tax (Roth) investment account. Contributions are invested at the employee's direction into one or more of the variety of investment options offered by the plan. Changes may be made to the contribution levels, investment options, etc. at any time.

Educational Reimbursement Program:
County employees who have successfully passed their probationary period may take up to two job-related courses per semester at any accredited educational institution. The benefit also covers the costs of job-related non-credit courses. If the employee receives a grade of at least a C, or successfully passes a non-credit course, the County reimburses the employee 75% of the costs of tuition, fees and books. If an employee doesn't remain employed with Frederick County Government for two years after a class is taken, the benefit needs to be reimbursed to FCG.

Employee Assistance Program:
This confidential assessment, referral and counseling service is available at no cost to all employees who may need help with a personal or job-related problem.

Leave
Annual Leave – Employees are eligible to use Annual Leave after their 6 month probationary period. Annual Leave accrues as follows: Years of service days per year
0 – 2 years 11 days
2 – 10 years 17 days
10 + years 24 days

Sick Leave - Employees will earn sick leave at a rate of 15 days per calendar year.

Sick Leave may also be used for illness of an employee's child, dependent, spouse, parent or parent-in-law. There is no limit on the amount of sick leave accumulated. Unused Sick Leave may be used for additional credit in the pension plan at the time of retirement.

NOTE: Regular benefited part-time employees earn annual and sick leave on a pro-rated basis based on their actual number of hours worked biweekly up to their assigned number of regularly scheduled work hours.

Other available types of leave include, but are not limited to, Family Medical Leave, Bereavement, Jury, Military.

Holidays:
The County observes 10 holidays every year and 11 are observed on years of General Elections.