Case Specialist/1060 Receptionist

The Case Specialist is responsible for maintaining a stock of frequently needed office supplies for the unit, having a working knowledge of the CCSO Records Management System, Microsoft Word and Excel, and checking RMS and Crystal Reports each morning for transferred cases. The Case Specialist receives cleared/suspended cases from unit sergeants and enters the updates into RMS, once entered, the case files are stored in a secure location. Compiles bi-weekly and monthly reports on the crime statistics for the assigned unit and provides the report to the sergeants and lieutenant. Must be able to handle any other duties as assigned by their supervisor. This specific position is also responsible for greeting and assisting visitors at the front lobby desk station. Incumbent must organize, summarize, and assemble requested information and receive and deliver legal papers and mail or courier packages.

• Performs all duties as outlined in the Case Specialist job description.
• Reviews detective case files to ensure paperwork is correct.
• Assist with the operation of the Orange Park Operations Center
• Balance ad budget all office petty cash funds daily; each morning (Monday through Friday excluding holidays) the receptionist at 10-60 will unlock the lobby for the public at 8:00AM. At that time (first thing in the morning) the receptionist will count the petty cash drawer, count again before going to lunch, count again upon returning from lunch, count any other break/absences from the receptionist post and count once more before leaving for the day, to make sure the money adds up to $50.00. To ensure accountability of funds all of these counts will be observed by a second person and both persons will initial the logbook. Anytime monies are collected, a receipt will be provided. The receptionist or relief person will maintain the petty cash box lock key at all times (not left in the box). A petty cash log will be maintained with the petty cash box. Deposits of monies above $50.00 petty cash threshold will be provided to fiscal weekly. A second person will count and verify the amount being sent to 10-19 every week before it is sent.
• Ensures that their work area is clean, organized,safe and presentable in accordance with agency policies and procedures.
• Verifies the identify of all individuals requiring access to a designated secure area and will allow access to appropriate personnel in accordance with agency policies/procedures.
• Provides accurate andclear information to the public with regard to filing complaints, obtaining injunctions, and other related law enforcement and community services programs, activities, procedures, and functions.
• Researches, organizes, summarizes, and assembles requested information /documentation from various files and sources, forwarding the completed work product to the appropriate personnel/authority in a timely manner pursuant to agency policies and any applicable state statutes.
• Properly pull Criminal Histories, DAVID photos and complete background checks to aide in Criminal Investigations.
• Completes daily, weekly, monthly, and/or annual reports as required.
• Receives, routes and disperses telephone calls and messages appropriately. 
• Receives legal papers and/or mail/courier packages and delivers/forwards same to the appropriate personnel/department in a timely manner consistent with agency policies/procedures.
• Ensures that no unauthorized personnel access secure areas without escort and/or permission. Visitors are signed in/out and provided with visitor identification tags.
• Responds in a timely manner to the customer service counter, answering questions with the correct information and providing/receiving appropriate forms if required.
• Provides accurate information/directions/assistance to the public, department members, and/or other department personnel in a professional and courteous manner consistent with agency policies. 
• Greets visitors, ascertains the nature of the visit, and directs the visitor to the appropriate office or individuals or requests that the individual wait to be escorted to the appropriate office / individual. 
• Ensures that all children visiting the lobby area and/or facility are with an adult.
• Enters warning citations into the computer system as required.
• Keeps a log of which vehicle is available, who signed it out, short trip and/or long trip, in state/out of state and request that it remain clean and 3/4 full tank of gas when returned.
• Processes applicable incoming and outgoing documents and/or files in a timely manner consistent with supervisory direction and/or agency policies/procedures.
• Participates in cross-training with other co-workers; assists those co-workers when the need arises and learns new tasks by working together as a team.
• Reports identified or potential maintenance, safety, and/or non-compliance findings, hazards, and incidents to the appropriate personnel and/or department. 
• Timely completes all assignments, special projects, and budgetary requirements (if applicable) as directed, adhering to applicable agency policies.
• Adheres to leave and attendance policies, including punctual arrival and completing full shifts. Informs the supervisor about illness or untimely incidents, reports overtime hours worked, and timely submits timesheet, attendance, and leave requests.
• Regularly checks assigned mailbox, phone calls, PowerDMS, and email messages, responding promptly and professionally. 
• Makes assigned chain of command aware of anything noteworthy.
• Responds to supervision, guidance, direction, and feedback from executive staff and superiors in a receptive manner and in accordance with agency policies. 
• Conducts themselves in a polite, helpful, courteous, ethical, and professional manner, abiding by the established code of ethics, and demonstrates a courteous and professional image when engaged in any activity with the public. 
• Cultivates positive working relationships with colleagues and other agency units to enhance work area output and services in line with agency policies.
• Demonstrates an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and coworkers.
• Actively participate in job-specific training. 
• Operates and performs minor repairs for office equipment to manufacturer’s specifications and/or within the specified parameters pursuant to agency policies. 
• Performs other duties as assigned.

• High school diploma or its equivalent required.

• Three (3) years of relevant work experience preferred.
• Proficient in Microsoft office products
• Speak and understand the English language
• Internal candidates must have successfully completed their probationary period
• Internal candidates with punitive disciplinary action within 365 days are ineligible
• Internal candidates must have completed applicable CCSO FTEP requirements 
• The following items (or authorized equivalents) may be required at various steps in the application process: 
  1. Driver's License
  2. Birth Certificate
  3. Social Security Card
  4. Form DD214 for all periods served in the military
  5. GED or High School Diploma and Sealed Transcripts from the highest level of education
  6. FDLE Authority for Release (notarized)

Salary is negotiable for full-time positions prior to initial hire, if requested, based on verified experience up to step five (5) of the assigned pay grade. Current employee salary changes are determined based on internal methodology. Please contact Human Resources with any questions. 

Benefits for full time positions include Florida Retirement System, a full suite of very affordable health/life/dental/vision benefits, ancillary insurance policies, college reimbursement, and more. Benefits are effective the 1^stof the month after a full 30 days worked. For more information on benefits, please visit https://www.claycountygov.com/government/personnel-services/employee-benefits. 

The duration of the selection process may range from one (1) to three (3) months and may vary based on the number of applicants and/or urgency of filling the vacancy. 

Applicants are reminded to take note of the close date listed on this job posting. Interviews are not typically requested prior to this date.

If accommodations are required throughout any portion of the hiring process, please contact our Human Resources team at HR@ClaySheriff.com. 

All positions at the Clay County Sheriff’s Office have testing requirements to determine eligibility. All selected candidates will complete a drug screening, polygraph examination and a comprehensive background investigation as a condition of employment. Sensitive and/or confidential aspects of candidates’ personal lives may be explored during this process (including driving, drug usage, criminal, employment, and residential histories). 

Any job qualifications or requirements listed in this job posting are susceptible to written and/or physical testing. This testing may be included in the competitive selection process.

This posting has been reviewed by Human Resources and found to be job related and non-discriminatory. If you are interested in this position, please submit your electronic application at https://www.claysheriff.com/departments/employment/.

Salary : $35,443 - $41,080