Salary : $2,065.60 - $2,281.60 Biweekly
Location : Bozeman, MT
Job Type: Full-Time
Job Number: 00604
Department: 911 Records
Opening Date: 04/24/2024
Closing Date: Continuous
POSITION OVERVIEW
This position is located in the 9-1-1 Department Records Division. Under general direction of the 911 Director, performs a variety of administrative and technical tasks toward the organization, supervision and management of manual and automated records of the Bozeman City Police, Gallatin County Sheriff's office and the Detention Center in compliance with state and federal laws concerning the maintenance of records and dissemination of sensitive information. The position provides assistance and information to the public, law enforcement officers and government agencies; processes and maintains city and county arrest warrants in an accurate and timely manner and maintains mandated State and Federal CJIN/NCIC certification, ensuring compliance with their policies and procedures. This position reports to the 911 Director and provides supervision over the 911 Record Clerks.
Each duty listed below makes up at least 20% of the job, and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated.
RECORDS ADMINISTRATIVE FUNCTIONS

• Is the departmental administrator for the Central Square Records Management System (RMS). Communication between the Records Division and the vendor regarding RMS goes through the Records Manager.
• Is the departmental administrator for the Records Request Portal. Communication between the Records Division and the vendor regarding the portal goes through the Records Manager.
• Is the departmental expert on records retention. This includes state and local laws and ordinances for all public safety records under the responsibility of Gallatin County 911, including but not limited to audio, law enforcement records, and computer aided dispatch.
• Will attend various meetings regarding the Records Division and maintain relationships with outside organizations.
• Develops and maintains policies and procedures for the Records Division.
• On a bi-monthly basis make a bank deposit of the Records Division copy fees.

RECORDS MANAGEMENT DAILY OPERATIONS

• Processes various requests submitted to the Records Division, encompassing FBI NICS, copy requests, processing sealings and dismissals, Clery inquiries, background checks, OMNI requests, CCJI submissions, audio requests, and city trial requests.
• Manages non-emergency phone calls and ensures accurate creation of calls for service records.
• Handles shared records email for efficient processing of records requests.
• Inputs and meticulously maintains warrant entries into the CJIN/NCIC system in accordance with established protocols.
• Facilitates the processing of weapon releases and emergency placements in a timely manner.
• Conducts the digitization of physical records to maintain accurate and accessible records.

TERMINAL AGENCY COORDINATOR (TAC)

• Upholds CJIN agreements with partner agencies to ensure seamless cooperation and data exchange.
• Provides comprehensive training to new hires and existing staff members on the operation and protocols of the CJIN system.
• Conducts monthly and yearly validations for CJIN compliance.
• Ensures strict adherence to CJIN regulations by managing access permissions exclusively for credentialed personnel, overseeing CJIN certification and recertification processes, and maintaining the security of records within the system.

STAFF MANAGEMENT

• Provides mentorship and guidance to staff members during performance evaluations, commendations, and disciplinary proceedings.

• Conducts comprehensive training sessions for both new and existing staff, ensuring proficiency in the processes essential for the effective operation of the Records Division.
• Oversees the recruitment and hiring process for new Records Clerks, including candidate screening, interviews, and selection.
• Manages staff schedules by establishing work schedules, approving time-off requests, and ensuring optimal staffing levels to meet operational requirements.

OTHER DUTIES AS ASSIGNED
Perform a variety of other duties as assigned by the Director. This includes coordinating special projects and events, system research and analysis, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.
QUALIFICATIONS
The position requires the ability to learn and/or have knowledge of records management, Montana Codes Annotated, research methods and procedures, and the Criminal Justice Information System. This position must have the ability to learn and/or have knowledge of the laws and regulations dictating our policy and procedure; functions of city and county government offices; CJIN/NCIC certification; computer skills and the ability to learn and operate many software applications; requires skill in operating common office equipment (e.g., copiers, printers, multi-line telephone, etc.); ability to implement and maintain administrative office systems, processes and procedures; effectively supervise, train and evaluate the work of others; make decisions independently; be detailed oriented; handle sensitive and confidential information; maintain good working relationships with those contacted in the course of work; strong communication skills for assisting the public and other agencies and departments and the ability to communicate effectively verbally and in writing.
EDUCATION & EXPERIENCE
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to completion of a technical program or apprenticeship and five (5) years of work related experience, including but not limited to supervisory experience.
SUPPLEMENTAL INFORMATION

About Gallatin County:
Located in a sweeping valley in the heart of the Rocky Mountains, Gallatin County is the most populated and fastest growing county in scenic southwest Montana. The County Seat of Bozeman at large encompasses over 50,000 people, yet has a small town feel. Located in a breathtaking Rocky Mountain setting, it is close to world-class downhill skiing, blue ribbon trout streams, Yellowstone National Park and a multitude of other outdoor activities in the pristine nearby wilderness areas.
Gallatin County covers over 2,500 square miles of mountain lands varying in topography and climate from temperate river valleys to snow-capped peaks and open ranch lands. Nearly half of all the land in Gallatin County is under public ownership by the Gallatin National Forest, the State of Montana, Bureau of Land Management or the National Park Service.
Gallatin County is large and diverse, featuring everything from the spectacular scenery of Yellowstone National Park (our first National Park) to lush farmland, and a growing economy of high-tech industries. Skiers, outdoor enthusiasts, wildlife watchers, mothers and fathers, business owners, vacationers, ranchers, retirees, students, and many others have grown to love Gallatin County's boundless opportunities.
Some of the many benefits offered to full-time and part-time employees:
Excellent Medical Health Benefits - Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.
Medical deductible is $400 for an individual and $1,000 for a family.
Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees.
Tuition Assistance - Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses.
To see all of our benefits, please click on the benefits tab.
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
For application consideration please be prepared to attach the following required documents:

• Cover Letter
• Resume
• List of 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.
Excellent Medical Health Benefits - Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.
Medical deductible is $400 for an individual and $1,000 for a family.
Flexible Benefits Plan - Pre-tax out-of-pocket medical expenses and day care expenses.
Supplemental Medical Coverage and voluntary Life Insurance Coverage are offered through Mutual of Omaha..
Public Employees Retirement System - Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS). New members to the PERS have an opportunity to choose between two retirement plan options: the Defined Benefit Plan or the Defined Contribution Plan.
Sheriffs' Retirement System (SRS) - A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005.
Supplemental Retirement Benefits are offered through Nationwide and Empower.
Sick Leave - Full-time employees accrue 7.40 hours per month and are eligible to use sick leave once it is accrued. The accrual is pro-rated for part-time employees.
Vacation Leave - Full-time employees accrue 9.20 hours per month and are eligible to use leave once it is accrued. The accrual is pro-rated for part-time employees.
Holidays - The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years.
Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees.
Tuition Assistance - Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses.
Bilingual Pay - Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.