JOB DESCRIPTION: RECORDS SPECIALIST – SHERIFF’S OFFICE
Primary Responsibility: Provides a variety of essential functions relating to the daily activities and business of the Sheriff’s Office, including but not limited to Records, Civil Process, District Attorney Criminal Prosecutions, Concealed Handgun Permits, and Sex Offender Registration.
Supervised by: Administrative Manager
Supervises: N/A
FLSA Status: Non-Exempt
Main Job Duties:
- Works in conjunction with the District Attorney’s Office in coordinating and producing time mandated documents and materials for the execution of criminal proceedings, including but not limited to police reports, jail video, inmate bookings, warrants, citations, criminal and non-criminal reports that contain highly confidential information. Maintains record of such actions.
- Prepares, approves and releases time mandated records requests from law enforcement and public entities/persons in accordance with Colorado Revised Statutes.
- Responsible for reviewing and submitting NIBRS (National Incident Based Reporting System) data to the Colorado Bureau of Investigation (CBI) and FBI, complying with State and Federal requirements and responsible for quality assurance of NIBRS entry and reporting.
- Responsible for maintaining current sex offender’s database in accordance with Colorado law. Interviews and obtains/manages the personal information/data on each sex offender to ensure compliance with CBI policy to ensure the agency meets the state compliance requirements. Uses CCIC/NCIC terminal to enter/validate any outstanding warrants, or changes to offender's records, and uses COSOR to enter offender registrations. Responds to callers, other inquiries from law enforcement, probation, and parole as needed.
- Acts as Civil Process Clerk - Receives, prepares, processes, and records time mandated court and legal documents for service of process according to Colorado law. Tracks billing process.
- Processes and maintains Concealed Handgun Permit (CHP) applications which includes fingerprint supported background checks. Researches various databases and resources, and obtains confidential CCIC/NCIC background information to assist the Sheriff in issuance/denial/revocation of permits.
- Acts as Accounts Payable Clerk - Responds to external vendors and internal managers regarding all aspects of the accounts payable process. Processes invoices for payment for all departments in accordance with county practices, Verifies the accuracy of vendor invoices and confirm that the correct general ledger account codes are used. Produces annual, monthly, and weekly reports for administrative staff.
- Prepares deposits for all incoming financial transactions in accordance with county policy.
- Utilizes a variety of secure and confidential law enforcement and court computer systems to perform duties of this position.
- Maintains knowledge of Sheriff’s office operations in order to assist all customers, including, but not limited to: greeting and determining customers’ needs; providing accurate information or services specific to the Sheriff’s office; and/or referring to appropriate person/ services. Answers, screens and transfers calls in a positive, professional, and knowledgeable manner. Takes accurate messages. Assists with making/returning phone calls as necessary.
- Prepares correspondence, reports, forms, documents from drafts, notes, corrected copy, or prior materials using a computer with form templates.
- Establishes and maintains office files, follows an established filing system; compiles information from such files; purges files as required.
- Operates standard office equipment, including job related computer hardware and software applications for data entry, facsimile equipment and multi-line telephones, may operate a two-way radio or other department specific equipment.
- Performs related duties and responsibilities as required.
- Collects fees from public and utilizes the cash register according to county guidelines.
- Performs other duties as assigned.
- Provides training and guidance to newly hired employees in this position to ensure successful on-boarding and adherence to departmental standards.
Additional Duties:
- Gathers interoffice/county relay from all sheriff’s office divisions each day. Prepares relay for distribution.
- Issues dog tags and maintains dog tag database.
- Makes copies and faxes documents.
- Updates office supply inventory and notifies Administrative Manager of items to be ordered
- Sorts, distributes, and processes incoming and outgoing mail, including legal and time sensitive correspondence, for administration, patrol, detentions, dispatch, and victim services. May drive to other County buildings and Post Office to process mail and relay.
- Serve as a Digital Accessibility Coordinator, attending Digital Content Committee meetings and trainings, conducting ICT (Information and Communication Technology) assessments and audits for compliance with policies and laws, identifying and remediating inaccessible digital content, responding to web accessibility inquiries or grievances, reviewing and publishing web pages and documents, and championing accessibility best practices across the organization.
- May be assigned to support the Joint Information Center, Emergency Operations Center, or reunification center during emergency situations.
Minimum Requirements:
- High school diploma or equivalent
- Knowledge of functions, principles and practices of law enforcement agencies and/or judicial knowledge, including records disbursement is highly desirable.
- Knowledge of applicable laws and regulations and statues is highly desirable.
- Computer applications: Microsoft Office (Word, Excel, Publisher), Adobe PDF, or knowledge of similar programs.
- Knowledge of standard office practices and procedures, including filing and the use of standard office equipment.
- Record keeping and filing principles and practices.
- Standard business arithmetic and basic statistical techniques.
- Techniques for dealing effectively with the public and city staff; in person and over the telephone.
- Any combination of experience and training that would provide the required knowledge and abilities may be qualifying.
Ability to:
- Establish and maintain courteous and effective working relationships with employees, the public, and other agencies.
- Maintain a high level of professionalism and confidentiality of sensitive information.
- Deal tactfully with all customers.
- Organize/prioritize work and follow up on assignments.
- Understand and follow complex oral and written instructions.
- Work efficiently and effectively as a team member within the department.
- Maintain composure and perform effectively in stressful situations.
- Testify in court or civil proceedings
- Pass background check.
- Possess a valid Colorado driver’s license.
Certifications:
- CCIC/NCIC – within 6 months
- Notary – within 3 months of employment
- Master Records Certification – within one year of hire and recertify every 3 years
- FEMA – ICS 100 & 700 within 6 months of employment
Hours:
- 40 hours a week
- This position may at times (upon discretion of the Sheriff and/or Undersheriff) be classified as “Essential Personnel”
Physical Requirements and Work Environment:
- Work is performed in a standard office environment.
- Physical demands are described as mainly sedentary. Occasionally required to lift up to 20 pounds without assistance to process office supplies.
- Ability to perform, without additional assistance, all physical movements necessary for clerical duties.
