Job Title:      Detention Officer I                                                                   Job Code:     721

Division:      Operations                                                                              Effective Date:     04/15

Department: Detention                                                                                Last Revised:  

GENERAL PURPOSE

Performs a variety of entry level law enforcement duties related to the security, safety, order, operation and maintenance of county jail facilities, including incarceration and detention of prisoners.

SUPERVISION RECEIVED

Works under the close to general supervision of the Corrections Captain, Sergeant or Detention Administrator.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

1.        Corrections: Receives ongoing on-the-job training; attends academy training sessions receiving instruction in the duties, responsibilities, liabilities and physical environment associated with the correction officer functions; assists with processing of inmate grievances.

2.        Supervises inmates in county jail in accordance with established policies, regulations and procedures while assuming responsibility for all needs (physical, medical, etc.) of the prisoners during detention; issues medications as prescribed by physicians.

3.        Performs various tasks associated with inmate admissions; books prisoners; reviews offense status and classification (violent, non-violent, etc.) to determine appropriate level of security and confinement; performs releases and required by court order; conducts strip searches.

4.        Observes conduct and behavior of inmates to prevent disturbances and escapes; searches inmates and cells for contraband articles; patrols assigned areas for evidence of forbidden activities, infractions of rules and unsatisfactory attitudes or adjustment of prisoners, and reports observations to supervisor; performs inmate supervision during recreation and meal periods.

5.        Inspects locks, grills, doors and gates for tampering; conducts cell “shake-downs” and inspections; employs various forms of discipline as needed to maintain order among prisoners, if necessary.

6.        Supervises prisoners in transit between jail, courtroom, prisons, work details, or other points, traveling by automobile or public transportation as required; locks prisoner(s) in cell after searching for weapons, valuables or drugs.

7.        Secures all valuables and/or belongings and follows standard procedures designated for the disposing or maintaining of the same; orders and serves meals to prisoners and provides or obtains medical aid if needed; administers medication as prescribed by doctor.

8.        Prepares arrest records including reports, bookings, releases, fingerprinting and mug shot photography (identifying the prisoner and charge against him/her); assists in the maintenance of various records and information reporting materials and data base.

9.        Supervises trustees or prisoners on general work details inside and outside of jail; performs general maintenance of jail facility and environs; repairs safety and security devices; cleans and sanitizes cells; maintains inmate recreation area and equipment.

10.     May participate in extradition transports; moves inmates to and from various interstate locations.

11.     Performs other related duties as assigned.

Detention Officer I, page 2

MINIMUM QUALIFICATIONS

1.         Education and Experience:

A. Graduation from high school plus successful completion of Academy training leading to the acquisition of a Correctional Officer Certification;

AND

B. No experience necessary.

2.         Knowledge, Skills and Abilities:

Some knowledge of the fundamentals of proper search and seizure; federal, state and local laws and regulations related to jail activities; dispatch communication equipment; basic principles of psychology and sociology; elementary first aid techniques and procedures.

Ability to communicate effectively both verbally and in writing; establish and maintain working relationships with inmates, the public and other departments; restrain physically violent prisoners; react quickly to various situations under conditions of stress.

3.         Special Qualifications

Must have successfully completed the Corrections Academy and be certified as a Correctional Officer.

Must work on-call 24 hours.

Must receive 40 hours annual training to maintain certification.

Must pass a background investigation.

Must possess a valid New Mexico Driver’s License and undergo periodic State DMV license status verification.

             Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration

4.         Work Environment:

             Functions of the position generally performed in a controlled environment.  Occasional travel.  Many functions of the work pose high degree of hazard uncertainty.  Physical readiness and conditioning may be a condition of job retention.  Various levels of mental application required, i.e., memory for details, emotional stability, discriminating thinking, creative problem solving.  Continuous use of motor skills. Periodic exposure to the presence of blood borne or airborne pathogens.

Deputy Clerk II  

GENERAL PURPOSE

Performs a variety of full performance level routine to complex clerical duties designed to expedite the processing, microfilming, recording and archiving of legal documents filed with Socorro County. Provides clerical support for the office of the Probate Judge.

SUPERVISION RECEIVED

Works under the general supervision of the Deputy Clerk Supervisor.

SUPERVISION EXERCISED

Provides immediate to close supervision to Deputy Clerk I while in training or on a project-by-project basis.

ESSENTIAL FUNCTIONS

1.        Deputy Clerk: Services the public in the office and through the mail; collects fees; processes requests related to recording of legal documents and executing reconveyances; verifies information, date stamps, assigns recording and indexing codes and numbers;  operates computer terminal for entry and retrieval of data related to recordings of survey plats, deeds, mortgages, marriage licenses, liens, judgments, probates, leases, foreclosures, wills, mining claims, UCC financing statements, defaults, assignments, small claims,  satisfactions, quit claim deeds, water rights registrations, business licenses, liquor licenses, etc.;  receives and processes tort claims, probate documents and military discharges; updates permanent docket books and indexes according to established procedures; processes real estate transactions to County Assessor; conducts routine records research; assists the probate judge with files and menial clerical work.

2.        Conducts licensing transactions for marriage licenses and records the same; conducts licensing transactions for beer, wine and liquor licenses; issues special permits; collects fees, conducts daily cash register balancing of daily receipts; performs daily accounting of receipts and revenues; processes standard forms for verification of balance and deposits receipts and revenue; runs various transaction reports showing cash and check revenues; runs transaction tapes to verify and balance; makes treasurer deposits.

3.        Performs research of titles, liens, ownerships, deeds, and other recorded documents for public; makes copies of documents as requested; processes documents received via mail according to established procedures.

4.        Receives financing statements (UCC's) through mail and over office counter showing debtor, secured party, assignee and description of collateral; time records, and dates said documents, performs data entry on the same.

5.        Receives documents from title companies; determines multiple parties to documents (etal) and completes "additional indexing" record; processes documents and separates by title; indexes according to standard procedures; maintains microfilm processing for long term archiving of county records.

6.        Participates in the document archiving process; organizes, films, proofs, disposes of and stores documents according to established guidelines; monitors records retention programs and schedules according to state archive catalog of general retention schedules; establishes guidelines and practices related to document preservation, archiving, and destruction; resolves technical issues;  participates in needs analysis with department managers and facilitates alternative solutions to records retention needs.

7.        Identifies materials and documents qualifying as vital records, implements security requirements and storage control program for the same according to established laws and practices; coordinates with state archives as needed.

8.        Conducts records inventory and analysis of records according to retention schedules; identifies documents which qualify for destruction, monitors destruction dates, prepares destruction authorizations, purges and destroys documents.

9.        Elections: Provides assistance and support in performing various elections related duties during election years; assists the general public with registrations, identifying polling locations, etc.; may assist & attend election poll worker trainings, assists with the preparation of canvass & election night results, etc.

10. Operates scanning equipment and scans previous-day completed work, records and documents enabling public access through county computer system.

11. Responds to telephone calls from the public; provides general information or redirects the call as needed; provides back-up assistance to other divisions of the department as required (i.e., elections, etc).

12. May assist with attending, recording and transcribing the county commission meetings.

13. Must attend trainings that pertain to the county clerk’s office and job. Participate in continuing education to better perform required duties.

14. Performs related duties as required.

MINIMUM QUALIFICATIONS

1.         Education and Education:

A.         Three (3) years of progressively responsible experience within the recording division of the department of County Clerk;

OR

B.         An equivalent combination of education and experience.

2.         Required Knowledge, Skills, and Abilities:

Working knowledge of filing and index system operations associated with recording legal documents; the function of the Clerk’s department and its relationship to other county offices; laws and regulations related to the recording and document archiving; terminology associated with legal documents; interpersonal communication skills; the operation of personal computer; various program applications such as word processing, etc.; basic principles of supervision; complex records management systems; microfilming equipment and operations;   computer operations and technical software applications;

Ability to operate a variety of types of office machines; perform basic mathematical computations; work under pressure of time deadlines and extreme accuracy in data entry; maintain technical reports, documents and agreements; analyze a variety of records management issues and problems and make recommendations; communicate effectively verbally and in writing; provide supportive guidance to others in the handling, processing and use of public records; develop effective working relationships with elected officials, legal professionals, subordinates, and the public.

3.         Special Qualifications:

Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration.

Must be able to type accurately.

May be required to perform as a notary public.

May be required to be fluent in Spanish.

4.         Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls.  Tasks require variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing and seeing. Periodic lifting required of up to 30 pounds. Rapid work speed required to perform keyboard operations.  Common eye, hand, finger, leg and foot dexterity exist.  Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and guided problem solving.

Distinguishing features of this series:

This is the second of a three-level series in the deputy clerk job family.

At this level the incumbent determines the methods and procedures used to complete work assignments. The incumbent understands the operating procedures and policies of the work unit. The incumbent performs tasks, and operating standard or specialized office equipment. The incumbent may receive continuing or individual assignments. Recurring and more basic problems are handled independently, with more difficult problems being referred to a supervisor for assistance.

Medical Technician                                                                               

GENERAL PURPOSE

As the medical technician, this position performs a variety of administrative and professional duties related to the planning, organizing and coordinating of the med pass program. 

SUPERVISION RECEIVED

Works closely with and under the supervision of the Detention Administrator and other detention center leaders.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

1.        Perform the functions of medication administration with the knowledge of required medication administration procedures.

2.        Understand the basis of universal precautions to avoid infection of detainees and self or contamination of equipment and supplies.

3.        Prepares special and recurring reports.

4.        Document and maintain an on-going and up-to-date medication list for each detainee.

5.        Administer, document and over-see all prescription ordering, refilling and storage.

6.        Administer and document regularly prescribed medications per physician orders.

7.        Order meds from the pharmacy when and as prescribed, at least seven days prior to running out of meds, if possible, and as requested by physician order to ensure detainees always have medications available.

8.        Immediately after administering a medication to a detainee, document in the detainee’s medical record those medications.  Date and initial the bubble pack after taking any medication from it.

9.        Observe and report reactions and any side-effects of medication administered to the detainees.

10.     Take and record vital signs prior to administration of medications which could affect or change vital signs as ordered by the Physician.

11.     Administer PRN medications, per physician order.

12.     Report any medication error to the physician immediately.

13.     Develop and review the detainee’s care plan.

14.     Ensure detainee privacy, respect and dignity.

15.     Detect, correct, and report unsafe conditions which may result in harm to a detainee.

16.     Assure physical comfort, safety, and mental well-being of detainees.

17.     Develop and implement daily requirements and tasks for the care and treatment of detainees.

18.     May be required to perform all functions of a detention officer or transport officer when needed for the operations of the facility.

19.     Performs other related duties as required.

MINIMUM QUALIFICATIONS

1.         Education and Experience:

A. Med Tech certified and able to be Correctional Officer Certified;

OR

C. An equivalent combination of education and experience.

2.         Knowledge, Skills and Abilities:

Must be able to read and write English.  Must have the ability to read and interpret documents such as safety rules, operating and maintenance instructions, procurement manuals, etc.  Must have good communication skills and must be able to effectively communicate in English and understand and follow written and oral directions.  Must show good judgment in recognizing symptoms indicative of a detainee’s change in condition.  Be aware of medical limitations and do not attempt to exceed these limitations.

Ability to communicate effectively both verbally and in writing; establish and maintain working relationships with inmates, the public and other departments; restrain physically violent prisoners; react quickly to novel situations under conditions of stress.

3.         Special Qualifications: (Certificates, Licenses, etc.)

Must have successfully completed the Corrections Academy and be certified as a Correctional Officer within 12 months of hire.

Must have completed state-approved Medication Administration Training.

Must have First Aid certification.

Must work on-call 24 hours.

Must receive 40 hours annual training to maintain certification.

Must pass a background investigation.

Must possess a valid New Mexico Driver’s License and undergo periodic State DMV license status verification.

             Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration

4.         Work Environment:

             Functions of the position generally performed in a controlled environment.  Occasional travel.  Many functions of the work pose high degree of hazard uncertainty.  Physical readiness and conditioning may be a condition of job retention.  Various levels of mental application required, i.e. memory for details, emotional stability, discriminating thinking, creative problem solving.  Continuous use of motor skills. Periodic exposure to the presence of blood borne or airborne pathogens.

Grants & Purchasing Clerk                                                                               

GENERAL PURPOSE

Performs a variety of technical, professional, and complex administrative duties related to writing, securing, and coordinating the compliance of various county-managed grants.

SUPERVISION RECEIVED

Works under the general supervision of the Finance Director.

SUPERVISION EXERCISED

None

ESSENTIAL FUNCTIONS

1.        Oversees day-to-day, county-wide, procurement and purchasing operations; evaluates ongoing effectiveness of existing procurement system to assure efficiency and effectiveness; assures compliance with state laws, rules and regulations.

2.        Ensures completion of all accounts payable duties of the Budget & Finance Clerk

3.        Negotiates with vendors, suppliers, and service providers for price breaks and volume discounts, expedited delivery dates and other needs in order to assure effective county operations.

4.        Receives and reviews purchase requisitions submitted to the finance department; reviews for accuracy and quality standards; evaluates appropriateness of quantity; examines method of pricing; determines method and procedure for soliciting quotes, such as telephone, written quote, or formal bidding; assures effective utilization of purchasing authorization system; selects vendors and suppliers; issues purchase order numbers; assures strict compliance established procurement code and determines the application with various sections in relation to specific purchases.

5.        Assists the Finance Director in the development and writing of Requests For Proposal(s).

6.        Assists the Finance Director in reviewing purchasing following existing policies and procedures. 

7.        Assists the Finance Director in developing and managing invitations to bid and requests for proposal to include advertisement and scheduling.   

8.        Assures proper use of codes and budget line item numbers; verifies proper supplier or vendors are utilized; makes recommendations related to product and supplier substitutions in order to save on cost or improve delivery.

9.        May travel to vender locations to investigate their ability to deliver the quality and quantity of products or materials in a timely fashion, build effective working relationships, and negotiate agreements or follow-up on problems related to specific orders and purchases.

10. Provides general assistance to various departmental functions, i.e., budget development, conducting financial analysis; applying internal control guidelines and assisting various county departments

11. Maintains county cell phones; monitors plan minutes, use and balances; coordinates replacement of cell phones; monitors billings to prevent over-charges; monitors general use for compliance with established county cell phone policies.

12. Registers all County Vehicles, inputs vehicles into Fixed Asset FAMP system, maintains vehicle procurement and registration files, and reports active vehicles to the New Mexico Association of Counties annually.

13. With direction from Finance Director, assist in annual financial audit; create audit reports, gather documents, meet and work with auditors to understand accounts payable and procurement transactions.                                                                                                                                                                      

14. Assists the Finance Director in conducting procurement training for department heads; training incoming department heads on procurement policy, training department heads and employees on the use of the Tyler system for requisitioning and reporting, training department heads on use of the Bank of America Works P-Card system.

15.     Assists in the management of the county asset control program; participates in the development of county-wide asset management system; assures that all equipment and assets are properly identified and assigned to proper departments; assures integrity of asset accountability by performing periodic asset audits and directs the maintenance of related records as needed.

16. In the absence of Finance Director, has authorization to perform related duties as required; Journal Entries, program reporting, and fiscal officer signatory if required by departments for fund requests.

17. Coordinates and schedules various meetings with grant end-users, grantors, county commission; may facilitate various meeting processes consistent with the public review and education process; may manage grant application content, goals and objectives

18. Monitors county secured federal and state grants for compliance with grant specifications and conditions, including reconciling and financial reporting; assures county compliance with Procurement Code; assures county receipt of disbursements of funds; develops periodic reports and reviews of program impact and progress; distributes reports to finance director, county manager, county commission, affected departments and grantor agencies as necessary;  tracks expenses, coordinates with contractors, architects and others with interest in grant administration and compliance.

19. Implements the creation of financial forms for grants necessary for the day-to-day accounting of program expenditures; reviews utilization of funds to assure conformity to grant budget and authorized expenditure areas; reviews and reports impact upon county operations and grant opportunities.

20. Operates personal computer for the development and maintenance of grant fiscal records and history; creates and maintains budget spreadsheets; prepares reimbursement requests and secures grant disbursements as needed to assure availability of funds; maintains project information as needed to verify and validate draws against grants; maintains various files and records of grant documentation.

21. Monitors payments made to contract vendors for services provided in connection with grant funding; reviews claims for payment under the grant and assures compliance with procurement code and grantor terms and conditions as well as contract terms and conditions specified by the county; verifies that vendor performance meets quality standards and expectations of the county and the end users.

22. Attends various administrative and county meetings and makes presentations or participates in public discussion as needed to communicate intent, purpose and opportunity related to grants and related funding opportunities.

23. Ensures Capital Project Management System (CPMS) Reporting is submitted online to DFA monthly. 

24. Ensures that Infrastructure Capital Improvement Projects (ICIP) are approved by the Board of County Commissioners, updated online and submitted to legislators annually with consideration and adherence to the reporting deadline.

25. Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

1.         Education and Experience:

             A.     Graduation from high school. Associates degree in business administration, public administration, accounting, finance, or related field preferred but not required;

AND

             B.     Two (2) years of experience in bookkeeping or accounting, governmental accounting, grantsmanship or related field;

OR

             C.     An equivalent combination of education and experience.

2.         Required Knowledge, Skills, and Abilities:

Considerable knowledge of practices and methods of bookkeeping and accounting; interrelationships of the various county offices; computer operation, data entry, and processes related to the Finance Office, etc.; various practices in fund accounting as governed by GAAP, GASB, FASB, etc.; general office maintenance (i.e., record keeping, filing, indexing, etc.).  Cause analysis concerning budget over runs and advanced mathematical computation competency; able to reveal and articulate cause analysis and provide projections.

Working knowledge of purchasing processes and procedures; principles common to effective and efficient procurement activities; cost control methods; personal computer operation and applicable software utilized in data base management activities; group processes and communication techniques; problem solving techniques and conflict resolution; basic bookkeeping and records management; standard office practices and procedures;  technical writing techniques;  interpersonal communication skills.  Operation of standard office equipment; mathematics and advanced accounting; interpersonal communication skills and telephone etiquette; public relations.  Grants and special funding environment available to the county; grantsmanship and related information network; general office maintenance and practices; computer accounting applications and various software financial programs (MS Word, Excel, Power Point); operation of standard office equipment; must have a rudimentary working knowledge of budgets in order to understand and regulate grant money usage and dissemination; telephone etiquette; basic public relations. Knowledge of FEMA program management and/or compliance is preferred but not required.

Skill in the art of cooperative problem solving; in dealing with public and public relations issues; establishing and maintaining effective working relationships with State, Federal, and other local officials, elected officials, subordinate staff, co-workers and County residents.

Ability to maintain confidentiality with regard to county fiscal operations; deal tactfully with controversial issues; perform basic mathematical functions quickly and accurately; understand financial terminology; read and understand county legal documents; operate a variety of types of office equipment as personal computer, adding machine, calculator, typewriter, etc.; perform complex record keeping functions; exercise initiative and independent judgment and to react resourcefully under varying conditions; work independently and deal effectively with stress caused by work load and time deadlines; establish and maintain effective working relationships with supervisors, managers, executives, professionals, vendors, co-workers and the general public; work independently; meet multiple deadlines; effectively multitask; schedule and effectively coordinate computer project and workload demands; understand complex computer programs; develop and implement strategic planning and provide necessary documentation to support grant requirements; utilize ingenuity and innovative techniques for preparation of funding applications; communicate effectively, verbally and in writing; perform basic mathematical calculations.  Develop effective working relationships with supervisors, fellow employees, and the public. Must be self-directed, take the initiative, and participate as a team player to effectively coordinate grant projects from inception to completion.

3.         Special Qualifications:

Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration. Preference in hiring may be given to applicants possessing Certified Purchasing Manager credentials (CPM/CPO).  Must possess State Certified Procurement Officer Designation as required by NMSA 13-1-95.2.

4.         Work Environment:

Typical office setting with typical climate controls.  Tasks require a variety of physical activities such as walking, standing, stooping, sitting, reaching, and not generally involving muscular strain.  Job functions normally require talking, hearing and seeing. Common eye, hand, finger dexterity required for most essential functions.  Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Periodic travel is a requirement of the position.

5.         Must pass a background and drug and alcohol tests.