Records Custodian / Legal Assistant

Salary : $21.34 - $24.19 Hourly

Location : Douglas County Sheriff Department, WI

Job Type : Full Time

Job Number : RCLA032025

Department : Sheriff's Department

Opening Date : 02 / 19 / 2025

Description

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.

Essential Duties

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.

Minimum Qualifications

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

Supplemental Information

Required Competencies

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.

Health Insurance After 30 days of employment

Employee pays 15% of premium)

Single, or Employee 1 or Family options

Contact Human Resources for further info

Dental Insurance After 30 days of employment

Employee pays 15% of premium)

Single, or Employee 1 or Family options

Contact Human Resources for further info

Life Insurance After 6 months of employment

Basic : 1 times your annual salary (County Paid)

Supplemental : 2 times your annual salary (Employee Paid)

Additional : 3 to 5 times your annual salary (Employee Paid)

Optional spousal and dependent life insurance (Employee Paid)

4,000 Life Insurance Policy (County Paid)

Wisconsin Retirement :

Employer and Employee contributions to Wisconsin Retirement System (WRS are regulated by the State of Wisconsin. Contributions are paid according to current year rates set by WRS Employee Trust Fund. Refer to for further detail.

Mission Square / Nationwide Retirement Services Deferred Compensation Accounts for public employees.

Pre-Tax Plan :

Flexible Benefit Plan Dependent Care Reimbursement Account (DCRA) (Helps employees reduce their taxable income by "setting aside" dollars spent on dependent daycare expenses).

Vacation :

Vacation is accumulated on a monthly basis. Newly hired employees will accrue vacation from their date of hire, but are not eligible to take vacation until successful completion of four months of their employment.

Sick Time :

Sick time accumulates at 1 day per month up to 120 days.

Employee Assistance Program :

EAP) is confidential, professional help with personal matters. (County Paid)

Long Term Disability After 30 days of employment.

Short Term Disability After 30 days of employment (At Employee Expense).

Holidays 10 Paid Holidays per year.

Personal Holidays 3 1 / 2 per year

Please indicate your highest level of education

Do you possess a minimum of 1 year work experience in open records?

Do you possess professional office experience? If yes, how long? If no related experience, please indicate "none".

In a short paragraph, define / describe previous work experience as it relates to the essential duties described in this job posting. If no related experience, please indicate "none".

Required Question

Salary : $21 - $24