Records Specialist - Sheriff's Office

ESSENTIAL DUTIES:

• Regular attendance is an essential function of this position.
• Maintains files of all persons arrested by the department and all necessary documents in conjunction with those arrests. These include but are not limited to arrest/booking reports, criminal complaints, final dispositions from the courts, offense reports, fingerprint cards and photographs.
• Coordinates court appearances for persons arrested by the department, ensuring appropriate paperwork is forwarded to appropriate court.
• By telephone and at counter, assists members of the public, other law enforcement agencies, judicial agencies, other County departments, etc., with information, copies, arrest histories.
• Makes arrangements for transport of inmates to and from state facilities, and for transport of inmates arrested in other jurisdictions to Lea County.
• Acts as Sheriff's designee as NCIC Terminal Agency Coordinator. Duties include but are not limited to ensuring compliance with state and NCIC policies and regulations, providing in-service training and NCIC/NMCIC validations.
• Maintains wanted files on warrants obtained by Lea County and bench warrants issued by the courts; enters warrants into state or national computers.
• May be required to answer telephones, take messages, type correspondence and reports and other materials as needed. This includes affidavits, warrants and criminal complaints.
• Maintains receipt records for evidence as required.
• Holds personal property of suspects and victims as assigned.
• Must be able to perform daily duties with a minimum of supervision and with sound judgment in unexpected situations arising from different judicial and law enforcement agencies.
• May be required to work irregular hours, overtime, attend job related meetings, and perform other duties as assigned.
• The duties of the Criminal Records Specialist are not limited to those set forth above. The employee will perform such functions, duties and assignments as given by a supervisor, consistent with ability, background and expertise.

MINIMUM QUALIFICATIONS:

Education:

• High school diploma or GED required.
• Post-secondary training in law enforcement, dispatch, records management or similar field preferred.

Experience:

• Minimum two years in records management, preferably within the criminal justice system.
• Law enforcement dispatch experience preferred.

Certifications, Skills and Licenses:

• Ability to communicate orally and in writing in English. Bilingual (English/Spanish) helpful.
• Computer literacy required; knowledge of word processing, records management and retrieval, law enforcement-related software programs preferred.
• Ability to type relatively error-free.
• Must have or be able to obtain and maintain NCIC/NMCIC certification.
• Notary Public preferred.

Physical Functions/Requirements:

• The physical demands described here are representative and not necessarily exhaustive of those that must be met by an employee to successfully perform the essential functions of this job.
• Must be able to sit for up to four hours at one time and up to eight hours total per day, with opportunity to stand or walk intermittently.
• Must be able to stand or walk for short distances throughout the day.
• Must be able to crouch, kneel, bend at the waist, twist/rotate at the waist on a minimum basis as needed to perform essential duties.
• Must be able to reach arms away from body or over head to access equipment, records, files or other items as needed to perform essential duties.
• Must be able to work with arms bent for up to four hours at one time and up to eight hours per day.
• Must be able to lift and carry for short distances paperwork and manuals weighing an estimated 10 lbs. or less. Occasionally may be required to lift or move items weighing up to 50 lbs.
• Must be able to push/pull with arms with an estimated force of up to 5 lbs. frequently throughout the day.
• Must be able to grasp and manipulate equipment necessary to perform essential functions such as writing, using telephone, depressing keyboard components, preparing paperwork and other similar functions.

Mental Functions/Requirements:

• Must be able to understand and follow oral directions and instructions.
• Must be able to read, understand and follow written directions and instructions.
• Must be able to read and understand such items as reports, complaints, warrants, court orders and similar documents.
• Must be able to write such items as letters, reports, NCIC entries and similar documents using proper format and grammar.
• Must be able to plan and direct own work in an efficient manner.
• Must be knowledgeable of standard and departmental policies and procedures involving handling of criminal records and in responding to emergency situations.
• Must be able to use sound judgment and reason as well as personal experience in order to respond to emergency situations.
• Must be sufficiently mentally alert to change tasks or activities on a frequent basis.
• Must maintain mental and emotional ability to adequately handle high pace and stress job.
• Must be able to effectively safeguard confidential information.
• Must have knowledge of Lea County geography in order to access appropriate personnel in case of emergency.
• Must be able to use tact and courtesy in working with a wide range of individuals, including the public, and in responding to callers in order to handle emergency situations.

Other:

• Ability to perform essential functions and adapt to working conditions.
• No felony convictions or misdemeanor convictions involving moral turpitude, violence, illegal drug distribution or dishonesty.

WORKING CONDITIONS:

The work environment characteristics described here are representative but not necessarily exhaustive of those an employee encounters while performing the essential functions of this job.

• Essential duties are generally performed indoors, in a temperature controlled environment. Duties may be performed outdoors occasionally in an unusual or emergency situation.
• Worker is exposed to intermittent noise factors such as radio, telephone, computer printer, typewriter, teletype, copy machine.
• Work is generally performed on an even carpeted or tiled surface, which is typically dry. May on occasion be wet or slippery.
• Work is generally performed during daylight hours, but may also be performed during non-daylight hours. Employee is subject to call-out at any time.
• Worker may perform duties alone with minimal supervision, or as part of a select team.
Worker may be exposed to hazardous situations such as physical confrontation; dusts and mists; human body odors; and the possibility of physical injury during an emergency situation.

PRE-EMPLOYMENT REQUIREMENTS:

• Interview
• Background check.
• General employment background check.
• Alcohol/drug screen.
• Physical and back x-ray.
• Polygraph - by a licensed polygraph operator; results may be disqualifying.
• Job-related skills tests, written and practical, may be given.