Records Specialist

Job Description

RECORDSSPECIALIST–INCIDENT BASEDREPORTING(IBR)

Hiring Range: $21.63/hour to $27.03/hour

Prior related experience and internal equity factors will be considered when determining the

hourly rate offered to the selected candidate.

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General Definition of Work:

Performs specialized department-related records management and skilled data entry by coding Law Enforcement reports using National Incident Based Reporting to transfer data to the Virginia State Police.

Examples of Duties

• Performs administrative support, including processing reports, court documents, records requests, and other paperwork as necessary.
• Utilizes multiple database programs, including On Base, Report Management System, and Computer Aided Dispatch.
• Enters a variety of data into computers; verifies statistical and other records for accuracy and completeness.
• Enters and retrieves sensitive and restricted information into computer systems.
• Assists in the coordination and preparation of periodic, special, and other reports. Collects information from a variety of sources and compiles data.
• Creates and refines reporting forms.
• Compiles and validates public reports and creates specialized law enforcement electronic files.
• Regularly performs as backup coverage for Record Specialist–Warrants and Record Specialist – FOIA.
• Supports the Department by greeting visitors, answering phone calls, and forwarding to the appropriate party.
• Operates a variety of standard office equipment.
• Performs related administrative tasks as required.

Knowledge, Skills and Abilities

• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques.
• General knowledge of business English, spelling and arithmetic.
• Thorough knowledge of County and departmental programs and policies and terminology.
• Ability to make independent decisions on data validity, data quality and document completeness.
• Ability to read and understand moderately detailed policies, procedures and job-related materials.
• Ability and judgement to identify and report on data and information variances; ability to type at a reasonable rate of speed; ability to make arithmetical calculations.
• Ability to operate a variety of office and computer equipment and produce simple documents and correspondence.
• Ability to follow oral and written directions.
• Ability to establish and maintain effective working relationships with associates.

PHYSICAL REQUIREMENTS:This job involves light work, requiring the ability to exert up to 20 pounds of force occasionally, up to 10 pounds frequently, and a negligible amount continuously to move objects. The tasks include stooping, reaching, standing, walking, lifting, grasping, and performing repetitive motions. Effective vocal communication is necessary for expressing or exchanging ideas verbally, while hearing is essential for understanding information at normal speaking levels. Good visual acuity is required for preparing and analyzing written or computer data, ensuring the accuracy and thoroughness of work, and observing the general surroundings and activities. Additionally, the work environment will primarily be indoors.

Education and Experience

Any combination of education and experience equivalent to graduation from high school and 3 years of office assistant experience, including working with the public.

SUPPLEMENTAL INFORMATION: Candidate selected will be required to satisfactorily complete a criminal history and fingerprint check, interview, polygraph, background investigation, and pre-employment alcohol and drug testing at the Sheriff’s Office's expense.