Records Specialist

RECORDS SPECIALIST

JOB CLASSIFICATION: Hourly/Non-exempt/Non-essential

PAY LEVEL: 9-SO

PRE-HIRE REQUIREMENTS: U/A

TO APPLY: To complete an online application, please go to www.lvsheriff.org/Employment Opportunities/Job Openings. There will be a link at the bottom of the page that will take you to the fillable application that can be submitted electronically.

JOB DESCRIPTION: Under direct supervision of the Support Services Bureau command, opens the Sheriff’s Office front window daily, performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, entering, transcribing, maintaining, processing, editing, retrieving, validating and distributing technical and confidential law enforcement and/or adult detention related records; updates and distributes a wide variety of law enforcement and adult detention reports to multiple local, state and federal databases. Work includes exposure to written and verbal information that may be disturbing or distasteful. Work may include exposure to moderate noise, odors and contact with the criminal element on a routine basis. Work requires meeting deadlines and maintaining a high level of detailed accuracy.

DUTIES AND RESPONSIBILITIES: Assists, provides information, responds to and forwards / directs questions and concerns from the general public in person, in writing, electronically and by mail; enters, updates, validates and maintains a records management system and various records logs; compiles and disseminates law enforcement and/or adult detention related documents and reports to local law enforcement, state and federal agencies; reviews and validates records to ensure quality, consistency and data accuracy; processes and distributes police reports to the District Attorney’s Office for prosecution; assists the general public, office personnel and representatives from other local, state and federal agencies in obtaining law enforcement and/or adult detention related information, records, and reports and disseminates appropriately to local, state and federal agencies; serves as a custodian of law enforcement and related local records, responds, accurately disseminates records and or law enforcement information, following regulations, state and federal law; enters, maintains and responds to various logs and office tasks; composes letters and other office documents; accesses multiple state and federal confidential and secure websites and databases to process all record inquiries, entries, deletions and research; processes and distributes interoffice mail, legal mail and deliveries; participates in annual audits to ensure timeliness of record retention and record destruction per state statute; creates, compiles documents and data for reports; maintains adult detention trust accounts; receives, deposits and issues inmate funds; manages adult detention commissary and phone / video services; assist adult detention with miscellaneous clerical and administrative needs and monitors inmate correspondence; compiles and distributes crime, incident, arrest, and accident reports, subpoenas, and related paperwork to various agencies including office staff, local, state and federal law enforcement staff, insurance companies, and other agencies and organizations; may enter wanted and missing persons, protection orders, stolen property, stolen, lost or found guns and stolen vehicle information into the federal NCIC database; is responsible for the collection and daily reconciliation of monies.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of English usage, spelling, grammar, punctuation and business forms composition
• Knowledge of basic math and accounting practices
• Knowledge of office practices, procedures, appliances and skill in maintaining complex alpha and numeric filing systems
• Ability to talk and hear in person and by telephone
• Ability to learn and utilize technical equipment and multiple software programs
• Ability to learn, interpret and apply complex regulations / laws, which are continually revised
• Ability to communicate clearly and concisely verbally, in writing and electronically
• Ability to learn and use listening and customer service skills to manage people, often from diverse backgrounds
• Ability to interact with a diverse population with poise, tact, diplomacy and assertiveness and possess strong interpersonal skills
• Ability to work under steady pressure with frequent interruptions and a high degree of public contact
• Ability to calmly deal with angry and/or frustrated individuals
• Ability to see, read, interpret and transcribe written information from multiple formats/locations to a records management system database with speed and detailed accuracy
• Ability to organize work and work independently
• Must demonstrate good judgment, a high level of professional integrity and credibility, and maintain confidentiality

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT: Work involves light work generally in an office setting. There is a frequent need to sit, talk or hear, use hands to handle or feel and perform other similar actions during the course of the workday. The Leavenworth County Sheriff’s Office promotes a drug/alcohol free work environment through the use of mandatory pre-employment drug testing.

REQUIREMENTS FOR EMPLOYMENT: United States citizen; High School Diploma or GED, Associate’s degree preferred; Certification as a Notary Clerk in the state of Kansas may be required. NCIC certification may be required. Must pass a pre-employment background investigation. Typing test may be required as part of the hiring process.

Job Type: Full-time

Pay: $18.83 - $20.34 per hour

Benefits:

• 457(b)
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Clerical: 2 years (Preferred)

Work Location: In person

Salary : $19 - $20