What are the responsibilities and job description for the Receptionist - Detention Center position at Gallatin County?
The Receptionist is the primary point of contact for the Gallatin County Detention Center. This position greets and assists the public, visitors, attorneys, and volunteers; answers and routes calls; coordinates inmate visitation; and performs clerical and program support duties. Responsibilities include DNA testing on non-incarcerated convicted felons (and occasionally sentenced inmates), fingerprinting for the public and new employees, and Portable Breath Test (PBT) administration for the 24/7 Program. The Receptionist also provides clerical and administrative support to Detention Center operations through recordkeeping, scheduling, data entry, and document preparation.
This is a union position that reports to the Detention Center Program Director and does not supervise other County personnel. The work schedule is Monday-Friday from 12:00 p.m. to 4:00 p.m.
This is a union position that reports to the Detention Center Program Director and does not supervise other County personnel. The work schedule is Monday-Friday from 12:00 p.m. to 4:00 p.m.
Public Interaction & Front Desk Support
- Greet, manage, and coordinate visitors in the lobby (e.g., family members, attorneys, volunteers) and direct them appropriately.
- Answer and route main phone lines; respond to questions and provide accurate information.
- Provide professional customer service while maintaining confidentiality and adhering to Detention Center policies.
Program & Clerical Support
- Use Jail Management Software (JMS) to schedule and record inmate visits and mail, support users and answer questions.
- Perform routine office duties including copying, filing, faxing, emailing, and updating forms and pamphlets.
- Type reports, conduct special projects, maintain records, and assist with the Sheriff County Work Program for inmates.
- Sort and distribute incoming/outgoing inmate and business mail.
- Maintain scrapbook of current events using newspaper articles.
Testing & Identification Services
- Conduct DNA testing on non-incarcerated convicted felons, and on inmates sentenced to prison as required; send samples to the State Crime Lab and complete related data entry and recordkeeping.
- Conduct Portable Breath Test (PBT) testing for 24/7 Program participants; perform related data entry and recordkeeping.
- Conduct fingerprinting for the public and all new Detention Center employees; ensure accurate documentation and data entry for offenders and citizens.
Other Duties as Assigned
- Perform special projects and research as directed.
- Assist with Detention Center events, trainings, or meetings.
- Provide services during declared County emergencies (e.g., earthquake, flood, fire, riot) as required.
- General recordkeeping, filing, and data entry procedures.
- Office operations, business English, spelling, grammar, and composition.
- Proficiency with Windows-based office software; ability to learn new systems (e.g., JMS).
- Knowledge of multi-line phone systems, two-way radios, and secure facility safety/security protocols.
- Familiarity with court paperwork, legal processes, and inmate rights.
- Ability to communicate effectively, both orally and in writing.
- Interpersonal skills to work with diverse populations and maintain a professional, positive image of the Sheriff’s Office.
- Ability to maintain confidentiality, use discretion, and remain calm in stressful or confrontational situations.
- High school diploma or equivalent; and
- One (1) to two (2) years of related clerical or customer service experience.
For application consideration the following documents are required to be submitted (incomplete application packets will not be reviewed):
- Cover Letter
- Resume
- Three (3) Work References
Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.