Record Specialist

This position covers both the Records Specialist with the Criminal Warrants Section and the Central Records Division.

**** This is a CONTRACT position WITHOUT Benefits to a possible Full-Time Position **** 

This position requires 24-hour coverage, 7 days a week, and includes shift work.

The assignments require being able to work various shifts, 

6 am-2 pm, 2 pm-10 pm, and 10 pm-6 am. 

Shift assignments will be based on seniority and the needs of the department.

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Records Specialist with the Criminal Warrants Section                                                                 

Location: 9418 Jensen Dr. Houston, TX 77093

The primary responsibility of a Records Specialist with the Criminal Warrants Section is to facilitate administrative duties in coordination with the processing of law enforcement-related documents. 

Duties and Responsibilities:

• Respond to inquiries from the Joint Processing Center, Central Records, Courts, as well as other Law Enforcement Agencies about Criminal Warrants
• Process warrants include bond forfeiture, bond surrender, revocation of bond, probation violations, etc. 
• Run criminal histories and prepare warrants for entry into the TCIC/NCIC databases
• Verify criminal warrants and acknowledge new warrants.
• Prepare warrant jackets for classification (sex offenders, aggravated charges, probation violation, bond forfeiture, indictment, etc.)
• Process warrant switch-outs when a bond is surrendered and an indictment is received. Return bond surrendered to Clerk’s Office.
• Prepare C-87s reports when the warrant is no longer viable, such as bond reinstatement, cases dismissed, and bond transfers.
• Respond to all forms of teletypes (messages from TCIC/NCIC) utilizing Open Fox to confirm warrants for outside agencies, hit confirmations, attempt to locate, and runaway reports.
• Print and attach criminal histories to warrants, and recheck TCIC/NCIC entries.
• Run reports to check if people in jail have other warrants or to cancel warrants that are eligible for deletion.
• Collaborates with immigration to place holds if a subject is in their custody and arranges transport of inmates in ICE custody to HCSO.
• Process warrants for people who are presumed to be deceased and take the necessary steps to get a death certificate so the case may be dismissed 
• Missing Persons entry in/removal from TCIC/NCIC
• Perform other related duties as assigned

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Central Records Division

Location: 700 N. Jacinto  1st Floor – Central Records

Under general supervision, performs a wide variety of administrative duties in the coordination and processing of legal and law enforcement documents and reports in the Central Records Division while exercising discretionary authority with infrequent supervision/instructions and with frequent access to confidential information.

Duties and Responsibilities 

• Review and process documents related to court release, pretrial bonds, early release pretrial bonds, reintegration court bonds, court dismissals, cases of no probable cause found, etc.
• Receive, sort, interpret, and verify all Court Directives, Warrants, Capias Profine, Alias Capias, Pretrial Bonds, Judgements, sentences, and teletypes.
• Researches information relating to the release of a defendant and coordinates/schedules the release of defendants being picked up by other agencies, programs, and/or parole officers
• Ensures compliance with pretrial release from custody of eligible arrestees with misdemeanor charges filed against them
• Processes documents and all court-ordered Surrenders, Off-Work Hours Programs, Sheriff’s Weekender Work Programs, and Early Release Programs
• Processes Board of Pardons and Parole bookings, releases, court date information, hearing dates, and entries of Blue and White Warrants
• Provides information to the public, bonding companies, and other law enforcement agencies
• Books additional or new charges on defendants
• Process TDCS Penitentiary Packets including Criminal History, Indictment, Judgement and Sentencing Document, Offense and Conduct Report
• Coordinates the transfer of inmates to and from the Harris County Jail system
• Prepares Out-of-County paperwork on individuals who need to be brought before a magistrate, book, case, and sends a notification to the out-of-county agency
• Calculates inmate time to serve based on the Bill of Cost while applying Good Time Credit according to state law
• Processes detainer and bench warrants; surety, cash, and non-arrest bonds; expunction orders; and letters of incarceration for defendants, bonding companies, and other agencies upon request
• Processes cost bills associated with judgments and sentences and fines or surrenders.
• Prepares deposit paperwork and accounting in coordination with the Business Office
• Verifies and processes County bonds with responsibility for refund requests and prepares IRS forms
• Communicate through the OMNIXX system with law enforcement agencies throughout the U.S. to ensure holds are placed for wanted individuals and to arrange and schedule delivery and pick-up dates and times for inmates.
• Provide bondsmen and their employees with all necessary forms for licensing.
• Establishes, revises, and maintains a filing system of memoranda, letters, and other documents
• Review documents to ensure forms are filled out completely and accurately
• Answers telephones, takes messages, provides information, and refers inquiries to appropriate locations
• Assists in compiling data, types and distributes reports and correspondence, entering computer data
• Coordinates work between organizational units of the department, other HC Departments and governmental agencies, and criminal justice groups inside and outside of Texas
• Complies with Civil Service, departmental, bureau, and division rules regulations, and standard operating procedures
• May assist in training others on specific issues within the assigned duty section
• Performs other related duties as assigned

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign, or reassign duties and responsibilities to this job at any time.

Pass the pre-employment HCSO Records Specialist Test with a minimum overall score of 75%

• High School Diploma or G.E.D. 
• A minimum of two (2) years of paid work experience in an office environment performing clerical duties
• TCIC/NCIC Certification within six (6) months of hire

Knowledge of:

• County policies and procedures
• Basic functions, procedures, and policies of the Sheriff’s Office
• Basic laws and regulations governing the release of information from law enforcement agency records
• Principles of record keeping and records management

Skilled in:

• Operating a personal computer and the use of standard office software programs such as MS Office Word, Excel, and Outlook
• Operate standard office equipment such as copiers, scanners, printers, and calculators
• General office methods, procedures, and practices
• Correct English, grammar, spelling, and punctuation
• Public relations and customer service
• Reviewing documents and extracting relevant information
• Effective communication, verbally and in writing
• Fundamental skills to effectively communicate standard information
• Developing and nurturing office relationships  
• Establishing and maintaining effective working relationships with public officials, outside agencies, County staff, and the public    

Ability to:

• Perform basic arithmetic functions
• Comprehend verbal, written, and electronic communications 
• Work as a team within a diverse population
• Function efficiently and effectively in an office environment
• Function efficiently and effectively in High Risk/High-Stress environments and situations
• Maintain a good working relationship with Federal, State, and Local Law Enforcement
• Maintain a good working relationship with various Criminal Justice entities
• Respond to basic routine inquiries and explain standard policies and procedures to others
• Identify counterfeit currency, reporting incidents to the Secret Service

Important Notice:

Harris County Sheriff's Office employees are exposed to confidential and law enforcement sensitive information. A thorough background investigation is required to properly evaluate the suitability of applicants for employment. You must provide accurate information in all aspects of the process. The process will end for applicants who fail to provide truthful information.

The following documents will be required for a background investigation, to expedite the recruitment process make sure to upload/attach copies of these documents to your application:

• Proof of citizenship or proof of authorization to work and reside in the U.S. (birth or naturalization certificate, permanent residency card)
• State-issued Driver's License or Identification Card
• Social Security Card
• Proof of education (copy of High School Diploma, G.E.D., or college transcripts)
• Military DD-214 if applicable

Hours:         

• 40 hours per week - Various shifts based on the position offered
• Including Weekends and Holidays
• Overtime and varying duty hours as required

Equal Opportunity Statement

Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws.

Salary : $25