Records Specialist 1

Salary

$52, $61,380.80 Annually

Location

Grant County Courthouse, WA

Job Type

Full Time Regular

Job Number

HR -01106

Department

SHERIFF'S OFFICE

Division

Sheriff's Support Staff

Opening Date

10/06/2025

Closing Date

10/17/2025 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

T04

Position Summary

Perform a variety of clerical services to support the administrative operations of the Sheriff's Office as well as operate the remote controlled doors of the County Jail to provide for the security of the facility and to aid in the movement of inmates and staff within the jail.

DISTINGUISHING CHARACTERISTICS:

Positions assigned to this class are required to perform confidential criminal history searches, to create and maintain confidential and sensitive records and to participate in preserving the security of the Corrections facility in addition to standard record keeping and other administrative support tasks. Incumbents may be required to testify in court. When in the control room the incumbent will be equipped with television monitors of key access areas of the jail and remote controls to maintain the security of critical access doors. The control room windows overlook the principal areas for movement of inmates within the jail. The room has two-way communication with Correctional Officers who direct the opening and closing of doors. New incumbents receive 40 hours of formal law enforcement records management training, same-gender search training, and 8 hours of training in the Access criminal records system.

Essential Duties and Responsibilities

The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Employee must comply with all County and department policies, procedures, WAC's, or other regulatory bodies.

• File Management: This accountability involves a variety of tasks including computer entry of records such as warrants, criminal history information and entries into confidential law enforcement intelligence systems. The accountability requires retrieval of all such information and its preparation in format for officers and administrators. Also included are maintaining various records, such as officer's criminal case files, arrest warrants, domestic violence and civil protection orders as well as transferring, where appropriate, various records to microfilm and similar imaging methods of records storage. Because of the sensitivity of many of these records, accuracy and confidentiality are highly important to proper job performance.
• Security and Control: Incumbents staff the reception area of the Sheriff's office or the INET office, excluding unauthorized people from entering the respective offices.
• Administrative Support: This accountability covers a broad range of tasks such as: typing reports, sworn statements, civil seizure orders, correspondence and other documents from tape recorded or handwritten notes and criminal record checks. Issuance of CPL's, processing of firearm transfers and other duties as assigned.
• Door Control: Incumbents observe the movement of inmates and staff within the jail using remote television cameras and the windows of the control booth. When staff wishes to move to different sectors of the jail, they communicate electronically with the operators to open a specific door. This is done by switches on a control panel in the booth. When an inmate or groups of inmates are being moved, the same procedure is followed. Incumbent operators observe the situation at the respective door to make sure it appears safe to open the door.
• General: Incumbents are usually the first inmate contact when an emergency arises, via the intercom system and are often the first contact for the visiting public and incoming telephone calls. Additional tasks include assisting Corrections staff with same-gender searches.

COMPETENCIES REQUIRED:

• Documentation & Record Keeping
• Computer Literacy
• Emergency Preparedness (fire, earthquake, disaster)
• Safety (safe work practices, incident reporting, etc.)
• Security & Control Procedures
• Administrative Procedures
• Confidentiality & Ethics
• Customer Service
• Infection Control
• Superior Communication Skills
• Interpersonal & Teamwork Skills
• Knowledge of County Policies & Procedures

Education, Experience, and Licensing

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:

• High School Diploma or GED;
• At least one year of use of personal computers, standard office software and basic familiarity with networked criminal record systems; office procedures; understanding of security and control principles in correctional facility operations; typing 40 wpm
• Candidates must be a United State Citizen; minimum 21 years of age; pass a Civil Service examination and pre-employment examinations including but not limited to a complete background investigation, fingerprinting, criminal record check, polygraph examination and a psychological evaluation. Pre-employment drug screening is required. Must not have used marijuana in the previous 12 month period and other non prescribed drugs in the previous 5 year period.

Preferred:

• Previous county government experience.

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid Driver's License with proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

SKILLS AND ABILITIES:

• Teamwork & Leadership: Provide guidance, assistance, or training to others where appropriate. Demonstrate the ability to interact with others in a cooperative and effective manner is a must.
• Communication: Summarize and present observations and interpretations to others inside and outside the team. Uses existing networks to communicate information across discipline. Discusses issues within teams.
• External Communication: Requires presentation or exchange of information being the first contact for public visitors.
• Guidance Required: Frequently has discretion to decide what procedures to follow when an emergency arises being the first contact for inmates. Will assist the Sheriff's Office with various projects. General procedures and standards are available to follow.
• Impact of Decisions: Decisions typically impact other jobs within the employees work group or the daily routine of others. Will operate doors of County jail which decisions may impact the safety of the public.

Physical Abilities and Working Conditions

WORKING CONDITIONS:

The principal location for incumbents is in a secured office area with a secured reception window. Work is also performed inside a secured booth with windows overlooking key areas of the jail. Operations are performed while seated. Incumbents are able to admit people to the facility through a secured doorway after verifying their authorization to enter. At times incumbents may have some exposure to accused and convicted felons in nearby booking areas or police officers' interrogation rooms.

PHYSICAL ABILITIES:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and lift up to 50 lbs. of unequal weight. Specific vision abilities required by this job include close and distance vision, peripheral, depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary : $52,000 - $62,000