Clerical Specialist II - Sheriff's Office
: Job Details :

Salary : $50,107.20 - $70,200.00 AnnuallyLocation : Mankato, MNJob Type: Full TimeJob Number: 2025-00045Department: Sheriff's OfficeOpening Date: 07/29/2025Closing Date: 8/14/2025 11:59 PM Central DESCRIPTIONUnder direct supervision of the Lieutenant, this position supports the mission of the Blue Earth County Sheriff's Office by providing quality services that promote and protect the safety, security, and well-being of all the people in our community. This position is responsible for maintaining, classifying and committing documents and records, processing warrants, permits, and other various records, performing fiscal oversight of Sheriff's Office accounts, and performing receptionist duties. The incumbent will also be responsible for performing the following: assisting with property and evidence data entry functions, assisting with development of statistical data and reports, assisting in the release of data privacy materials, providing credible testimony in court, and performing various clerical functions in the Records and Civil Division or Other Agencies and participating in professional staff development. DUTIES / RESPONSIBILITIES ESSENTIAL FUNCTIONS:

Maintains, classifies, and commits documents and records. Organizes and maintains records in such manner that allows for easy accessibility. Preserves and retains records as prescribed by law, administrative rules, or policy. Verifies inmate's admission, releases, charges, hold, financial, and property records and corrects as necessary. Operates the records management system to properly classify and enter data. Commits documents to a computerized repository using quality control guidelines. Maintains various reports and forwards to proper agencies. Maintains reports in accordance with record retention schedules. Assists with monthly BCA validations and audits. Cross train with the Records Coordinator and the Civil Process Specialist to achieve a working knowledge of both positions.

Processes warrants, permits, and other various records. Assists in the processing of Sheriff's Office warrants. Maintains correct and up to date information entered at the local, state, and national level. Assists in the processing of permits to purchase and to carry firearms at the local and state levels and County burn permits. Assists in the processing of suspense records and predatory offender information at the local, state, and court levels.

Performs fiscal oversight of the Sheriff's Office accounts. Compiles and provides budgetary and financial information and/or reports. Facilitates between Sheriff's Office Administration and Finance for payment approval for purchase orders, invoices, and other bills. Assists in receiving inmate funds from cash boxes. Assists in monetary deposits for the Records and Civil Divisions, including bail funds.

Performs receptionist duties for the Sheriff's Office. Greets visitors and provides direction to services needed and questions asked. Exhibits a pleasant and helpful disposition to all internal and external individuals. Answers telephone and transfers calls as appropriate. Maintains office supply inventory. Verifies visitor identification and determines if appropriate to visit. Logs visitor information. Sorts incoming and outgoing mail and directs to the appropriate recipients. Processes Sheriff's Office mail. Obtains classifiable fingerprints. Obtains photos for Court ordered prints and electronically attaches the photo to the individuals CIS file. Collects and deposits appropriate fees for civilian fingerprints.

Assists with property and evidence data entry functions. Assists in the receiving, storage, preservation, delivery & disposal of evidence within generally acceptable means as gathered by the Blue Earth County Sheriff's Office and outside contracted agencies. Assists in property and evidence audits. Acts as a resource to the public when they need to recover personal belongings from property and evidence.

Assists with the development of statistical data and provides reports. Assists in the tracking and compiling of statistical data as needed or required by the Sheriff's Office Administration. Assists in the development and/or creation of statistical reports. Compiles and maintains budgetary reports. Creates spreadsheets and pin maps for areas of high incidents, such as accidents, thefts, etc. Collects inmate data and enters into Department of Corrections database.

Assists in the release of data privacy materials and records. Redacts all reports, transcriptions, and 911 recordings prior to release to the media and public. Assures that any material released to the media or public complies with the Minnesota Data Practice statute. Acts as a resource to employees and/or public in the area of data privacy. Properly enters data in Minnesota Criminal Codes. Reviews, edits, and corrects a variety of national, state, and local data.

Transcribes dictation. Inputs dictation into various software programs using multiple types of dictation/transcription modes, which includes but is not limited to centralized digital dictation system through phone lines and County network, standalone digital transcription through WAV files downloaded to the County's network, transcription of dictation stored on mini-cassettes, and transcription of voicemail messages conference-called with the centralized dictation system. Determines priority of work to meet various mandates/regulations.

Promotes a diverse, culturally competent, and respectful workplace.

Interacts positively with internal and external customers. Communicates and interacts effectively and respectfully with employees, supervisors, individuals from other organizations, and customers.

Performs the physical demands of the position.

Attends work during regularly scheduled hours.

ADDITIONAL FUNCTIONS:

Provides credible testimony in court. Attends and testifies in criminal and civil court proceedings. Represents the interests of the county, state, and federal government. Makes a verbal account for observations, actions, and findings while performing official duties.

Performs clerical functions in Records, Civil Division, or other Agencies. Demonstrates proficiency in different aspects of the Records and Civil Division such as papers, service, redemptions, and judgments. Assists in records maintenance for the following police departments: Mapleton, Eagle Lake, Lake Crystal, Madison Lake, and any other contracted agencies. Demonstrates willingness and ability to be trained in and perform different clerical functions in the Sheriff's Office.

Participates in professional staff development. Participates in training and education opportunities to maintain and improve proficiency. Attends and participates in professional organizations. Associates with employees and departments from other counties for collaboration.

Performs other related functions as apparent or assigned.

QUALIFICATIONS MINIMUM QUALIFICATIONS:

• High School Diploma/GED and a minimum of three (3) years of general clerical or administrative support experience.

OR

• High School Diploma/GED and a minimum of one (1) year direct administrative experience in a law enforcement setting.

PREFERRED QUALIFICATIONS:

• Associate's degree in business administration, law enforcement, or related field

• Proficient in Microsoft Office Suite or similar software
• Experience in records management systems.
• Experience in analyzing information received from various databases.
• Fluent in understanding and speaking languages other than English such as: Spanish, Somali, Chinese, Sudanese, or Arabic.

CONDITIONS OF EMPLOYMENT:

• Must successfully pass a background check.
• Must possess a valid driver's license and be able to drive in the State of Minnesota.
• Must comply with all federal and state laws and organizational and departmental policies and regulations.
• Must comply with data practices policies and standards relative to not public data. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data is being accessed, incumbent should take reasonable measures to ensure the not public data is not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished the not public data must be properly stored according to county policy and the Minnesota Statutes.

HOURS OF WORK Monday through Friday from 8:00 a.m. to 5:00 p.m. This position may be required to work evenings, holidays, weekends, and overtime hours.Benefits OverviewAFSCME, No. 65 - Courthouse & Human ServicesThe County of Blue Earth provides a comprehensive, balanced, competitive total compensation package. The County's benefit programs address both the immediate needs that you and your family may have, such as medical coverage or dependent care assistance, and your long-term needs, such as retirement savings. Benefits begin upon date of hire.The following outlines County offered total compensation benefits. This document provides an overview and does not offer all provisions, limitations, and exclusions. If there is a contradiction between this and the official plan documents and/or collective bargaining agreements, the plan documents will prevail.Regular, Full-Time EmployeeWage/Salary ScaleBlue Earth County features a 12-Step Pay Plan. Our advertised salary ranges include all 12 Steps. A selected candidate will typically be offered Step 1 of the salary range. Additional salary considerations are subject to negotiation and dependent on skills and experience directly related to the position.Vacation LeaveVacation accruals, utilization, and payouts are detailed in the collective bargaining agreement and/or the employee handbook.Blue Earth County Years of Service Bi-Weekly Accrual Rate0 - 5 years - 3.85 hours6 - 9 years - 4.77 hours10 - 13 years - 5.69 hours14 - 18 years - 6.62 hours19 - 24 years - 7.54 hours25 + years - 8.46 hours Sick LeaveEmployees accrue sick leave at a rate of 7.34 hours for each full month of service.Paid HolidaysBlue Earth County recognizes 11 (88 hours) paid holidays, and employees receive one floating holiday per year.Health InsuranceEmployees may choose from 3-health insurance plans and either single or family coverage. Insurance Rates (Monthly) - Effective: July 1, 2025 - June 30, 2026Plan 1: CMM $0 DeductibleEmployee: Single - $137.19 / Family - $1,209.49Employer: Single - $1,234.66 / Family - $2,822.16Total Cost: Single - $1,371.85 / Family - $4,031.65Plan 2: CMM $300 DeductibleEmployee: Single - $1.04 / Family - $809.38Employer: Single - $1,234.66/ Family - $2,882.16Total Cost: Single - $1,235.70/ Family - $3,631.54Plan 3: HDHP with HSAEmployee: Single - $0.00 / Family - $425.39Employer: Single - $965.00/ Family - $2,410.57Total Cost: Single - $965.00 / Family - $2,835.96Blue Earth County contributes to a health savings account (HSA) when the employee elects the HDHP. Single coverage HSA contributions equal $1,650, and family coverage HSA contributions equal $3,300.Life InsuranceEmployees are provided with Term-Life Insurance at no cost to them:

• $20,000 term-life/$20,000 accidental death & dismemberment (AD&D)
• After ten (10) years of continuous employment with Blue Earth County, the policy will increase to $35,000 term-life/$35,000 accidental death & dismemberment (AD&D)

RetirementThe County and the employee contribute to the Public Employees Retirement Association (PERA) based on a percentage of the employee wage:General/Coordinated PlanEmployee: 6.5%Employer: 7.5% Voluntary Benefits Available

• AFLAC
• Dental Insurance
• Vision Insurance
• Nice Healthcare
• Long-Term Disability
• Flexible Spending Accounts (Medical and Dependent Care)
• Voluntary Life (Employee, Spouse, and Child(ren))
• Deferred Compensation (457b)
• Roth IRA
• 529 Educational Roth
• Minnesota Benefits Association (MBA)
• Savi Student Loan Benefit

01 The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

• Yes
• No

02 Which of the following best describes your level of education?

• High School Diploma/GED
• Some College
• Associates
• Bachelors
• Masters or Higher
• None of the above

03 Please select the qualification below that applies to you.

• I have a minimum of three (3) years of general clerical or administrative support experience.
• I have a minimum of one (1) year of direct administrative experience in a law enforcement setting.
• I do not meet either of the qualifications listed above.

04 Please describe details of your experience selected above. 05 Which of the following best describes your years of employment experience performing general clerical duties such as but not limited to photocopying, filing, data entry, reporting, and scanning?

• No Experience
• Less than 3 years
• 3-5 years
• 5-10 years
• 10 or more years

06 Which of the following working environments do you have experience? (Please select any that apply.)

• City
• County
• State
• Federal
• N/A - I do not have experience in this area

07 Which of the following best describes your years of experience working in a law enforcement setting in an administrative capacity?

• No experience
• Less than 6 months
• Moere than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

08 Which of the following best describes your years of employment experience performing customer service duties such as but not limited to greeting the public, handling phone calls, answering questions, and troubleshooting customer problems?

• No Experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

09 Which of the following best describes how frequently you interact with customers in your current role or previous position?

• Hourly
• Multiple times a day
• Once a day
• Multiple times a week
• Once a week
• None of the above

10 Describe what you do to ensure the quality of the customer service you provide. If you do not have experience in this area, please type N/A. 11 Which of the following best describes your years of employment experience performing transcription?

• No experience
• Less than 6 months
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

12 Please indicate the current versions of software that you are PROFICIENT in using. Please select all that apply.

• Microsoft Office Word
• Microsoft Office Outlook
• Microsoft Office Excel
• None of the above

13 Please list the languages other, than English, that you are able to understand and speak. Please select all that apply.

• Spanish
• Somali
• Chinese
• Sudanese
• Ababic
• Other
• None of the above - I do not speak or understand any languages other than English

14 Are you willing to work in an environment which exposes you to angry, emotional or upset individuals or those who use foul language, and/or offensive behavior?

• Yes
• No

15 Which of the following best describes how frequently you have handled multiple tasks simultaneously in your current role or previous position?

• Hourly
• Once a day
• Two times a week
• Once a week
• None of the above

16 Why are you interested in this position with Blue Earth County? 17 Describe how your background and experience align with the duties and responsibilities of this position. 18 OTHER QUALIFICIATIONS: Describe any other special training you've completed or skills and experience you currently possess that you feel would make you the best-qualified person for this position. 19 CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and education records, identification verification, driver's license record and a criminal history?

• Yes
• No

Required Question