What are the responsibilities and job description for the Sheriff's Records Specialist II position at County of Monterey, CA?

Salary : $3,735.00 - $5,099.00 Monthly

Location : Salinas, CA

Job Type : Regular Full-Time

Job Number : 23 / 80I16 / 04LA

Department : Sheriff-Coroner

Division : Records

Opening Date : 04 / 21 / 2023

Position Description

Final Filing Deadline : Open Filing Period

Exam # : 23 / 80I16 / 04LA

Applications received after May 20, 2024, will be considered on an as needed basis until the position is filled.

The Sheriff 's Office is comprised of the Administration, Corrections and Enforcement Operation Bureaus. The Sheriff's Office delivers public safety to the residents of Monterey County by providing 24-hour uniformed patrol, investigations, custody services, court security, and law enforcement support.

The Sheriff's Records Specialist works in the Records Division of the Administration Operations Bureau. This non-sworn position works within a 24-hour, 7-day weekly schedule and independently performs complex specialized law enforcement records work requiring a working knowledge and application of law enforcement codes, vocabulary and procedures.

The ideal candidate will be flexible, adaptable, have strong customer service skills and able to communicate effectively; will demonstrate the ability to process various legal documents, get along with others and be a team player.

This classification is part of a flexible series. Incumbents appointed at the lower level of the career series may be promoted up to the higher level subject to their meeting the employment standards for the higher class and a recommendation for their promotion by the appointing authority.

The Eligible List established by this recruitment process may be used to fill current and future vacancies on a regular full-time, part-time, or temporary basis.

Examples of Duties

Maintains confidential criminal records related to law enforcement activity; operates, accesses, and queries multiple automated and manual criminal justice information systems and subsystems.
Processes criminal records such as, warrant, subpoena, restraining order, criminal and traffic citation, felony and misdemeanor warrant, CLETS, NCIC and other criminal records.
Relays information by telephone or radio, on individuals and vehicles, to officers in the field; and confirms warrant information to field officers for service.
Reviews warrants, other court and legal documents to verify that information in accordance with applicable regulations, laws, and procedures.
Transcribes and prepares sensitive reports dealing with highly emotional and often traumatic events.
Updates information on the status of warrants, seals and purges records in compliance with court orders and state statutes, code citations, accidents, and other reports according to Uniform Crime Reporting standards.
Audits information for accuracy and completeness and edits according to rules and regulations.
Researches and compiles data for subpoena compliance, provides information to other law enforcement agencies, courts, attorneys, and the public in accordance with legal requirements governing the release of criminal record information and crime and incident reports.
Responds to subpoenas and testifies in court or other legal hearings regarding law enforcement records.
Compiles and prepares a variety of annual, quarterly and monthly reports.
Sets court dates and identifies conflicts in scheduled court appearances and notifies involved parties.

To view the complete classification description, please visit the County of Monterey website :

THE SUCCESSFUL CANDIDATE

Will have a proven track record demonstrating the following knowledge, skills and abilities :

Thorough Knowledge of :

Basic functions and activities of a law enforcement agency.

Basic record keeping and accounting methods and procedures.

Computer operating systems.

Correct English usage, grammar, and rules of punctuation and spelling.

Working Knowledge of :

Multiple automated and manual criminal justice systems and subsystems; departmental operations, procedures, and regulations; and criminal justice systems.

Codes, ordinances, and legal procedures for coding, processing, and disseminating criminal history and incident information.

Criminal justice procedures, functions and relationships of the criminal justice system, courts, and law enforcement agencies.

Variety of professional code languages used in law enforcement.

Penal, Vehicle, Civil, Health and Safety, Welfare and Institutions, Municipal and other statutory codes and authorities.

Standard and legal requirements on confidentiality and privacy.

Skill and Ability to :

Access automated criminal justice information systems to enter, modify, and retrieve data into local, state, and national computer systems.

Work in a law enforcement environment.

Develop a working knowledge of departmental operations, procedures, and regulations.

Understand, interpret, and apply departmental policies, procedures, rules, laws, regulations, ordinances, functions, and processes applicable to the management of local, State and national law enforcement records.

Perform a variety of detailed clerical work accurately that involves independent judgment with minimal supervision; and make decisions in procedural matters without immediate supervision.

Handle stressful situations with the public and cope with a variety of individuals who may be hostile, aggressive, irate, uncooperative, and / or emotionally disturbed.

Maintain cooperative relationships with co-workers, members of the public and others contacted through the course of work; respond appropriately to supervision and direction; and attend and perform duties on a regular, reliable and consistent basis.

Communicate effectively orally and in writing to prepare reports.

Use a variety of office equipment such as computer terminals, telephones, cash registers, fax machines, telecopiers or printers.

Accurately enter and retrieve information into and from a computer system.

Assume responsibility for a major clerical function to include the resolution of problems.

Input, update, retrieve, store, purge information, and release data; identify vital information quickly and accurately, utilizing multiple automated and manual law enforcement data and filing systems.

Enter, modify, and retrieve data into local, state, and national databases.

Read and process various legal documents such as court orders, booking documents, arrest records, incident records, files, and cases to identify information.

Use discretion and sound judgment in the handling of restricted or sensitive and confidential information ensuring the security and confidentiality of restricted information.

Examples of Experience / Education / Training

Any combination of training, education and / or experience which provides the knowledge, skills and abilities and required conditions of employment is qualifying. An example of a way these requirements might be acquired is :

Two years of progressively responsible clerical experience of which one year was performing duties equivalent to the Monterey County class of Sheriff's Records Specialist I.

Additional Information

CONDITIONS OF EMPLOYMENT

The required conditions of employment include, but are not limited to the following :

Possess and maintain a valid California Class C driver license at the time of appointment or the ability to provide suitable transportation that is approved by the appointing authority.

Be available to work a flexible schedule, including evenings, weekends, holidays, be subject to holdover and callback duty, and during times of disaster and / or emergency.

Successfully pass and complete a thorough background investigation, which will include a voice stress analysis or polygraph examination.

Provide a telephone number or means by which employee can be reached.

BENEFITS :

The County of Monterey offers an excellent benefits package. Please visit our website to view the This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.

NOTES :

As a condition of employment, prospective employees may be required to submit to a background review which may include a review of information concerning present and / or prior employment, driving record, and record of any criminal convictions.

Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S.; a list of acceptable documents is available on the USCIS Form I-9.

If you are hired into this classification in a temporary position, your rate of pay will be hourly, and you will not be eligible for the benefits listed in the summary.

Application and Selection Procedures

Apply On-Line at

Hard copy applications may be obtained from and submitted during normal business hours

Monday - Friday, 8 : 00 AM - 5 : 00 PM by contacting :

Monterey County Sheriff's Office

Attn : Human Resources

1414 Natividad Road

Salinas, CA 93906

Phone : (831) 755-3744 Fax : (831) 775-8033

The selection process is tentative, and applicants will be notified if changes are made. To assess applicants' possession of required qualifications, the examination process may include an oral examination, pre-examination exercises, performance examination, and / or written examination. The competitive examination process includes submittal of required application materials. A complete application package will include :

A completed County of Monterey Employment Application

Responses to the Supplemental Questions

All application materials must be received by the priority screen date for a guaranteed review. Resumes, cover letters, letters of interest, and other correspondence will not be accepted as a substitute for required application materials. All required application materials will be competitively evaluated. Those applicants that are determined to be the most appropriately qualified will be invited to participate further in the selection process.

EQUAL OPPORTUNITY AND REASONABLE ACCOMMODATION

Monterey County is a drug-free workplace and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. Monterey County is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact LynnRose Alig, Human Resources Analyst, at (831) 755-3744, or

Please answer the following questions. Completion of the following supplemental questions is REQUIRED and is an integral part of the evaluation process. Your responses to the questions will be reviewed and scored in a Qualifications Appraisal evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as this information will be critical in the competitive assessment to identify those candidates to be invited to continue in the examination process. A response of "see resume" or "see application" will deem your responses to the supplemental questions as incomplete. Note : All application materials submitted will be reviewed along with your supplemental questions and County of Monterey application.

o I have read and understand these instructions.

Please describe your experience, education and / or training that demonstrates your knowledge, skill and ability to perform a variety of detailed clerical work accurately that involves independent judgment with minimal supervision; and make decisions in procedural matters without immediate supervision.

Please describe your experience, education and / or training that demonstrates your knowledge, skill and ability to use discretion and sound judgment in the handling of restricted or sensitive and confidential information ensuring the security and confidentiality of restricted information.

Required Question

Salary : $3,735 - $5,099

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