What are the responsibilities and job description for the Administrative Technician - Records (5Adams/Night Shift) position at Cumberland County, NC?
Position Overview
This position provides 24/7 support for critical functions within the Cumberland County Sheriff’s Office. Primary duties include the collection, data entry, storage, and dissemination of all incident reports, ensuring accuracy and compliance with NIBRS standards. Employees must troubleshoot report errors and maintain high-quality records for investigations and public requests.
This is a high-pressure role requiring the ability to remain calm, focused, and accurate under stress, particularly when handling sensitive and confidential information. Additionally, the role involves accurate entry and management of missing persons, stolen property, and other critical data into the Division of Criminal Information (DCI) system. This helps with investigations, recovering stolen property or missing persons, and ensuring officer safety. This role requires cross-training with both the Civil and Fugitive Units, making teamwork and communication essential, as employees in this position are responsible for entering protection orders and warrants after regular business hours, including weekends and holidays. Employees in this position also conduct criminal history checks and provide information for multiple divisions within the Sheriff’s Office.
Examples of Duties
- Deliver exceptional customer service to citizens, law enforcement personnel, and other agencies, maintaining professionalism and courtesy at all times.
- Handle, process, and secure sensitive and confidential information in compliance with legal and agency guidelines.
- Respond promptly and accurately to inquiries from the public and government agencies, using discretion and sound judgment in providing information.
- Answer and screen incoming phone calls, directing them to the appropriate personnel or agency with efficiency and attention to detail.
- Compile, sort, and distribute mail, incident reports, and other essential documents within the agency and to external agencies as required.
- Maintain an organized and accurate filing system for physical and digital records, ensuring ease of retrieval and compliance with agency standards.
- Assist the public by phone, gathering essential information, and completing incident reports as necessary with accuracy and professionalism.
- Review reports, records, and other documents prepared by others for completeness and accuracy, identifying and requesting or making necessary corrections.
- Conduct accurate queries, entries, and validations in the DCI system related to missing persons, wanted persons, stolen vehicles, criminal histories, and other critical information.
- Work 12-hour rotating night shifts, including nights, weekends, and holidays, while demonstrating flexibility to meet changing operational needs.
- Provide after-hours support to other divisions within the Sheriff’s Office, ensuring seamless operations across the agency.
- Perform additional duties and responsibilities as assigned by supervisors to support the mission and operations of the Sheriff's Office.
Minimum Qualifications
- Candidates must be US citizens.
- Candidates must be at least 20 years old.
- Candidates must have a high school diploma or GED.
- Candidates must be able to obtain DCI certification within 90 days from the date of hire.
- Candidates must demonstrate proficiency using multiple software platforms simultaneously in a fast-paced environment. Strong computer navigation and data entry skills are required.
- Candidates must be able to work 12-hour rotating night shifts, including weekends and holidays. Flexibility is essential to accommodate changing schedules.
- Candidates must have at least 2-3 years of experience in a high-volume office environment, preferably involving handling sensitive information. Prior experience in law enforcement, legal, or government office settings is strongly preferred.
Additional requirements that must be submitted within 3 days of applying for this position
Attach a copy of the following documents to the completed application or submit to the Human Resource Office located at 131 Dick St., Fayetteville, NC 28301
- North Carolina Driver's License
- Birth Certificate
- Social Security Card
- High School Diploma
- Authorization of Release of Personal Information to Cumberland County Sheriff's Office. The Authorization for Release form must be notarized. We are able to notarize free of charge and provide photocopies of your documents.
Knowledge, Skills and Abilities
- This is a high-pressure role requiring the ability to remain calm, focused, and accurate under stress, particularly when handling sensitive and confidential information. Candidates must be comfortable making decisions independently without constant supervision.
- Ability to quickly learn and navigate multiple specialized software programs such as RMS, CAD, and DCI while performing data entry and retrieval tasks with accuracy.
- Demonstrate good judgment, initiative, and the ability to work independently without constant supervision, especially in a fast-paced, high-pressure environment.
- Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively to meet strict deadlines.
- Ability to maintain accurate records, proofread documents for errors, and ensure that all reports and entries are thorough and correct.
- Excellent verbal and written communication skills, with the ability to interact professionally and courteously with the public, government officials, and co-workers.
- Discretion and ability to handle confidential or sensitive information appropriately.
- Flexibility to adapt to changing work schedules, responsibilities, and priorities.
- Ability to interpret and analyze information accurately and exercise sound judgment in non-routine situations.
- Capacity to establish and maintain effective working relationships with diverse groups, including other agencies, colleagues, and the public.
- Ability to lift and push moderate weights, bend, stoop, and reach as needed in the course of daily responsibilities.
- Strong research skills, with the ability to locate, interpret, and apply information effectively in support of office operations.