Sheriff's Records Specialist I/II

THE CURRENT VACANCY IS IN THE SHERIFF’S DEPARTMENT

ORAL EXAM IS TENTATIVELY SCHEDULED FOR FEBRUARY 2025

SEE “SPECIAL REQUIREMENT” SECTION REGARDING 

WORK HOURS AND COMPLETION OF POST COURSE

RESPONSES TO SUPPLEMENTAL QUESTIONS REQUIRED

FINAL FILING DATE: JANUARY 30, 2025 AT 12:00 PM

SALARY INFORMATION

SHERIFF’S RECORDS SPECIALIST I: 

$3,015 - $3,849 APPROXIMATE MONTHLY* / $17.40 - $22.20 APPROXIMATE HOURLY*

SHERIFF’S RECORDS SPECIALIST II:

$3,276 - $4,181 APPROXIMATE MONTHLY* / $18.90 - $24.12 APPROXIMATE HOURLY*

*Please refer to the appropriate Bargaining Unit Memorandum of Understanding for potential future salary increases* Please visit https://www.shastacounty.gov/personnel/page/labor-agreements-mous.

ABOUT SHASTA COUNTY

Shasta County offers all the amenities of the big city while retaining a comfortable small-town atmosphere.  With its natural beauty, affordable housing, excellent educational system, abundance of recreational opportunities, and excellent quality of life, Shasta County is a great place to live, work, and raise a family.

ABOUT THE DEPARTMENT

The Sheriff's Office is organized into four major divisions: Custody, Services, Enforcement and Coroner.

The Custody Division includes the County Jail and the Annex Work Facility. The purpose of the jail is to incarcerate offenders while providing basic medical care for County, State, out-of-County, and federal prisoners who are ineligible to be assigned to alternative custody programs. The jail is a maximum-security facility that houses both pre-sentenced and sentenced persons.

The Services Division includes The Local Office of Emergency Services, Personnel and Hiring, the Background Unit, Internal Affairs, and the Records Unit.

The Enforcement Division handles all Patrol related matters. The Major Crimes Unit augments patrol and investigates property crimes, and crimes against people. The Enforcement Division is also responsible for municipal law enforcement services within the City of Shasta Lake. The Animal Regulation Unit is also under the Enforcement Division of the Sheriff’s Office.

The Sheriff is also the County Coroner; therefore, the Coroner’s Division is responsible for investigating sudden, violent, unusual, and unexpected deaths, when the decedent has not been recently seen by a physician. The Coroner’s Division is commanded by a Lieutenant who serves as the agency’s Chief Deputy Coroner. 

ABOUT THE POSITION

Under immediate supervision, learns and performs a variety of specialized clerical tasks involving the processing of warrants, jail bookings, crime reports, and other related matters; provides information to law enforcement personnel and the public; and to perform other duties as assigned.

SPECIAL NOTE: An individual will be required to pass a background investigation relevant to working in a law enforcement office or facility prior to be hired.

DISTINGUISHING CHARACTERISTICS

Sheriff’s Records Specialist I: This is the entry level class within the Sheriff’s Records Specialist series and differs from the next higher class of Sheriff’s Records Specialist II in that incumbents are expected to be closely supervised with frequent review of their completed, assigned work.

The Sheriff’s Records Specialist series is utilized in the Records Division of the Sheriff’s Office. Incumbents are assigned increasingly responsible duties as warranted and are eligible for advancement to a Sheriff’s Records Specialist II after successfully completing probation and having demonstrated the ability to perform at the higher level.

Sheriff’s Records Specialist II: This is the journey-level class within the Sheriff’s Records Specialist series and differs from the lower class of Sheriff’s Records Specialist I in that the Sheriff’s Records Specialist II is the experienced class in the series.

The Sheriff’s Records Specialist series is utilized in the Records Division of the Sheriff's Office. Incumbents are expected to perform the full range of Sheriff's Records Specialist duties under minimal supervision.

Duties may include, but are not limited to, the following:

The Sheriff Records Specialist I performs a wide variety of law enforcement clerical support tasks. The incumbent learns to perform various record keeping functions and serve the public with fingerprinting, licensing, and permitting needs; issuing secondhand dealer licenses and permits such as concealed weapons, explosives, and tree cutting permits; provide information regarding departmental functions, policies, procedures, and activities; perform data entry of crime reports and restraining orders, scan booking reports, crime cases, and miscellaneous paperwork; access and interpret responses from a variety of local, county, State, and national computer systems; confirm warrants; contact various agencies throughout the country to verify information such as missing persons, stolen property, and warrants; maintain confidentiality of information in accordance with departmental policy as well as all applicable laws and regulations; receive money over the counter and issue receipts; receive calls, determine proper actions to be taken, and direct callers to appropriate personnel; type reports, news releases, and other material; obtain and assemble information from hardcopy and electronic files; and to perform other duties as assigned.

The Sheriff Records Specialist II performs a wide variety of law enforcement clerical support tasks. The incumbent receives and examines different types of documents for completeness, accuracy, and compliance with department and legal requirements; corrects documents or contacts law enforcement personnel for corrections; enters and verifies statistical data on computer; enters, verifies, and retrieves data and information using the California Law Enforcement Telecommunications System (CLETS) terminal; receives reports of stolen vehicles, missing persons, stolen or lost property, repossessions, and restraining orders; enters into the CLETS and the National Crime Information Center (NCIC) systems; confirms and processes various warrants; distributes general and confidential information verbally and in writing; provides assistance to the public in person, via telephone or correspondence; checks Department of Motor Vehicles (DMV) records for both the individual and the vehicle as requested by deputies; files a variety of forms, records, documents and correspondence; distributes crime reports; inputs records and documents into computer systems using scanning devices; completes written requests for information from other authorized agencies; researches written information for background investigations to assist authorized agencies; receives money for report and vehicle release fees; makes change, writes receipts, balances sales and receipts at end of day; uses a keyboard to enter, access, retrieve, update, and change information  from several different automated systems; depending on assignment, checks and issues subpoenas, summonses, writs of execution, possession attachments, seizures   of property, and similar documents; knowledge of laws regarding release of records, regulations and policies that impacts the Division's work; operates standard office machines (computers, copier, paper shredder, typewriter, calculator), telecommunications equipment, microfilm equipment, photo imaging equipment, fingerprinting equipment, and various printers, and computer scanning equipment; and to perform other duties as assigned.

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Any combination of education and experience sufficient to directly demonstrate possession and application of the following:

Sheriff’s Records Specialist I: 

Knowledge of: Modern office practices, methods, procedures, and automated systems; English grammar, vocabulary, spelling, and punctuation; and alpha/numeric filing systems. 

Ability to: Write legibly; maintain confidentiality of sensitive records, documents, and information; communicate clearly and concisely by telephone, in person, and in writing; follow oral and written directions and instructions; independently prioritize workload and exercise initiative in performing work assignments; exercise tact and assertiveness in interpersonal relationships; maintain accurate records; receive and account for fees; learn civil, criminal, juvenile, and other statutes governing court; learn the legal terminology and forms utilized by the Superior Court and various County departments.

Sheriff’s Records Specialist II:

Knowledge of: Legal terminology; general office procedures and practices; English grammar, vocabulary, spelling, and punctuation; and alpha/numeric filing systems.

Ability to: Write legibly; maintain confidentiality of sensitive records, documents, and information; communicate clearly and concisely by telephone, in person, and in writing; follow oral and written directions and instructions; independently prioritize workload and exercise initiative in performing work assignments; exercise tact and assertiveness in interpersonal relationships; maintain accurate records; receive and account for fees; learn civil, criminal, juvenile, and other statutes governing court; learn the legal terminology and forms utilized by the Superior Court and various County departments.

MINIMUM QUALIFICATIONS

Sheriff’s Records Specialist I: 

One (1) year of responsible clerical experience involving legal terminology or record keeping functions.

Sheriff’s Records Specialist II:

Two (2) years of responsible clerical experience involving legal terminology or record keeping functions equivalent to a Sheriff’s Records Specialist I with Shasta County.

SPECIAL REQUIREMENTS

Require the ability to work shifts, including nights, weekends, and holidays.

Sheriff’s Records Specialist I:

Ability to obtain, within the first year of employment, a California Peace Officer Standards and Training Certificate of Completion for the forty (40) hour “Records” course.

Sheriff’s Records Specialist II:

Possess a California Peace Officer Standards and Training Certificate of Completion for the forty (40) hour “Records” course.

SUPPLEMENTAL QUESTIONS

Responses to the following must be submitted with a completed application.

1. Do you possess one (1) year responsible clerical experience involving legal terminology, banking, or recordkeeping functions? Yes/No
2. If yes to question #1, please provide details about your clerical experience involving legal terminology including, but not limited to, employers, dates of employment, and job duties. If none, please type “N/A”. 
3. I acknowledge that this position will require me to work shifts including nights, weekends, and holidays. Yes/No

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. The employee is occasionally required to stand, walk, stoop, kneel, and crouch or crawl. The employee must occasionally lift and/or move up to fifty (50) pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

OTHER CONSIDERATIONS

• Some positions may require a valid California driver's license and acceptable driving record according to County policy.
• Reasonable accommodations may be made for those persons who are disabled under the Americans with Disabilities Act to perform the essential functions of the position.
• As part of the selection process, all individuals provided with a preliminary offer of employment with Shasta County will be subject to a background investigation, including a criminal history check (primarily completed through the taking of fingerprints). An image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature of the offense, the date of the offense, the surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered.
• Based on the results of the background investigation and criminal history check, applicants may then be provided with an offer of employment conditioned on the results of a medical examination, which includes drug/alcohol testing. 

• In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.
• Positions in this classification are covered by a collective bargaining agreement between the County and the United Public Employees of California – General.

Shasta County Personnel will accept applications and responses to the supplemental questions until 12:00 p.m., on January 30, 2025. A Resume and/or Cover Letter will be accepted in addition to the application form but will not serve as a substitute for a completed application. It is not acceptable to complete the application with statements such as, “Refer to Resume and/or Cover Letter,” or “See Attached Resume and/or Cover Letter” the employment application must be completed in its entirety prior to submission. Incomplete applications will not be processed. Closing date postmarks or faxes will NOT be accepted. This recruitment will establish a list that may or may not be used by other departments. Prior applicants must reapply to be considered. 

Applicants will be screened and those considered best qualified will be invited to appear for an oral and/or written examination. Meeting the announced requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof. 

Veterans' Credit: Veterans (as defined by California Government Code section 18973) who have been discharged from military service under conditions other than dishonorable and who receive a passing score on all components of the employment examinations (up to and including oral examinations) shall receive credit for an additional five points to be added to their final examination score. To be considered for this credit, a veteran MUST provide a copy of his or her discharge document (DD-214 or equivalent) and information as to the type of discharge (honorable, dishonorable, etc.) WITH THE EMPLOYMENT APPLICATION ON OR BEFORE THE FINAL FILING DATE. 

Applicants are encouraged to apply on-line at  www.ShastaCountyCareers.com or submit an application to the Shasta County Personnel Office.

Arrangements may be made to accommodate applicants with disabilities. Requests for accommodations may be made to the Shasta County Personnel Office by the filing deadline posted on this bulletin. Shasta County does not discriminate on the basis of disability. If you feel you are being denied service based on a disability, our ADA Coordinator may be reached at (530) 225-5515; relay service (800) 735-2922; fax (530) 225-5345.

Shasta County will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Shasta County is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act.

SHASTA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Shasta County Personnel

1450 Court Street, Suite 348; Redding, CA 96001; (530) 225-5515

Salary : $36,180 - $50,172