Records Custodian / Legal Assistant

The Records Custodian is authorized under §19.32 of Wisconsin Statutes to make decisions and perform duties related to open records requests for the Sheriff's Office and Jail. This position requires CJIS compliance, as the individual will access and manage sensitive law enforcement records, including the Records Management System, NCIC/CIB/TIME systems, body camera and jail video software, jail telephone systems, and redaction tools.

The Records Custodian will assist the Sheriff with legal statute research and collaborate with Corporation Counsel to determine appropriate courses of action. This role also involves staying informed about legislative updates affecting law enforcement, Open Records Law, Civil Process, and other agency-related issues.

Additionally, the individual in this position will cross-train in other administrative areas as needed and obtain certifications for specific law enforcement databases.

Full-time based on 37.5 hours/week, 1950 hours/year. The anticipated start date for this position is April 7th, 2025. 

Compensation is negotiable and will be based on the candidate's education, experience, and qualifications.The following duties are normal for the position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. 

• Prepare and process records in response to Open Records Requests.
• Interpret Wisconsin Open Records Law and related statutes; collaborate with Corporation Counsel on complex issues and requests.
• Evaluate records to determine release eligibility, including applying redactions as required by Wisconsin Open Records Law, case law, and balance tests.
• Draft detailed written explanations to justify redactions and the reasoning behind decisions.
• Coordinate the collection of requested records from the Sheriff's Office and Jail.
• Calculate and assess fees for Open Records Requests in compliance with state law and county ordinances.
• Receive and process requests for records and information submitted via phone, email, fax, or in-person.
• Work closely with law enforcement agencies, the District Attorney's Office, private attorneys, media outlets, and citizens to determine the appropriateness of record releases.
• Stay informed of pending litigation and legal holds on records through close collaboration with Corporation Counsel.
• Prepare and maintain appropriate redaction and exemption logs.
• Utilize and manage electronic storage media, including hard drives, body cameras, thumb drives, and CD-ROMs.
• Analyze daily records in law enforcement software for accuracy; work with deputies to address and correct discrepancies.
• Review, download, and transmit audio, visual, and electronic recordings, including interviews and other case-related materials.
• Ensure the accurate and timely completion of agency records to meet requirements for grants, court proceedings, public access, and other essential processes.
• Refer matters for prosecution to the District Attorney's Office, including transmitting media and other materials to relevant agencies involved in incidents.
• May be required to attend out-of-town training sessions, conferences, and other professional development events as needed.
• Perform other duties as assigned or required.

*Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• An associate degree or higher in Criminal Justice, Legal Studies, or closely related field.
• Two years of professional office experience, ideally in a law enforcement or legal setting.
• One year of work experience in open records preferred. 
• A combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the job satisfactorily will also be considered.

Compensation is negotiable and will be based on the candidate's education, experience, and qualifications.Required Competencies

• Communicates clearly and effectively, both verbally and in writing, ensures understanding, and conveys information accurately.
• Exhibits strong reading comprehension skills, accurately interprets and understands written materials, and applies the information effectively.
• Conducts thorough and accurate research, analyzes information critically, and presents findings clearly and concisely.
• Communicates ideas and opinions confidently, stands up for personal and organizational interests, and handles conflicts constructively.
• Collaborates effectively with colleagues, contributes to group efforts, and fosters a cooperative and supportive work environment to achieve common goals.
• Provides outstanding customer service, resolves issues promptly and effectively, and ensures a positive customer experience whenever possible.
• Takes responsibility for actions and decisions, follows through on commitments, and ensures tasks are completed accurately and on time.
• Works independently, takes initiative, and completes tasks with minimal supervision.
• Pays close attention to details, ensures accuracy, and maintains high standards of quality in all work.
• Demonstrates proficiency in performing fundamental arithmetic calculations, including addition, subtraction, multiplication, and division, with accuracy and efficiency.
• Demonstrates strong technical skills, stays current with technological advances, and applies technical knowledge effectively in the workplace.
• Demonstrates a strong commitment to maintaining confidentiality, understands the importance of protecting sensitive information, handles confidential documents and communications with discretion and integrity.
• Demonstrates loyalty to the organization, supports its mission and values, and contributes to its long-term success.

Working Conditions
This job operates in a professional office environment and routinely uses standard office equipment, such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Requirements
While performing the duties of this position, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus.  Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and pulling objects weighing five to ten pounds.  Tasks may involve extended periods of time at a keyboard or workstation.

Testing Requirements
Testing may be administered to assess skills and abilities necessary to perform the essential duties of this position.   Structured interview, references and/or background investigation.

Douglas County is an Equal Opportunity and Affirmative Action employer. 

Salary : $21 - $24