Records Specialist

Steele County

Job Description

Job Title: Records Specialist

Department: Sheriff

Immediate Supervisor: Records Supervisor

FLSA Status: Non-Exempt

DBM Rating: B23

Job Summary: Under the guidance of the Records Supervisor, the Records Specialist is responsible for the maintenance and updating of all law enforcement records for Steele County and the Blooming Prairie Police Department including the entry of all incident reports and criminal case files into law enforcement records management system (FBR) and State and National informational systems.

Essential Duties and Responsibilities

• Updates, maintains and inputs all records and criminal files. 
  • Enters all incident reports and supplemental information into the Records Management System, which is Field Base Reporting (FBR).
  • Updates and maintains case files in FBR.
  • Enters and verifies “hot file” into state and national database systems. Requests Detention Center to validate data from warrants.  Updates all verified data in the CJIS system. 
  • Generates statistical reports or summaries from FBR, as requested.
  • Assists in the storage and retrieval of law enforcement records.
  • Updates data for formal complaints. Retrieves reports and updates corresponding data from formal complaints.  Sends data to court.
• Acts as Sheriff’s designee for the release and disseminates of information and data to the public and private individuals in accordance with data privacy and MN statutes. Answers questions and addresses inquiries from the public, other governmental agencies and employees in accordance with guidelines.  
• Provide information to other entities/offices e.g. Law enforcement agencies, judges, probation officers and social services.
• Compiles and processes digital case file evidence for the County Attorney’s Office. Compiles and retrieves available reports, photos, audio and videos and body camera footage, criminal histories and prepares digital case files for delivery to the County Attorney’s Office.
• Scan documents to case files through multiple programs.
• Publish DWI with DVS through E-charging.
• Classify and code records to meet mandated Federal, State and Local reporting requirements. 
• Front desk Reception duties for everyone entering the Sheriff's Office. Escort all parties/visitors that do not have security access.
• Prepares and processes gun permits. Performs and processes background checks.  Mails, faxes or emails requested data to corresponding agencies.  Enters the application into BCA database (Permit Tracking System).
• Accepts payment and issues receipts for copies or records and Permit to Carry Applications.
  • Research and compiles background information such as criminal history, court file dispositions and local records.
  • Contacts law enforcement agencies where the applicant was a previous resident.
  • Collects and enters background information into LOGIS and several spreadsheets.
  • Prepares, types and submits all permit requests to Sheriff or Chief Deputy to review and sign.
• Receives court notices and distributes notices to appropriate officers, deputies and/or jail personnel.  Notifies officers and attorneys of any time changes, schedule changes and/or cancellations.
• Purges records in accordance with record retention schedule.
• Enters Hot Files into Portals.
• Redaction of body camera footage and Reports.
• Performs other duties of a comparable level or type, as required. 

ESSENTIAL KNOWLEDGE

PREFERRED: 

• Knowledge of the criminal justice systems and various aspects of Law Enforcement. Knowledge of data Federal and State privacy laws, laws, regulations, guidelines or rules pertaining to job assignments.

MUST HAVE:

• Fundamentals of general office and practices and procedures and equipment.
• Fundamental knowledge of customer/client service etiquette and practices.
• Fundamental knowledge in the use and operation of computer hardware and business productivity software and applications used in a typical office environment including Word or related programs.
• Fundamental knowledge of department functions and activities.

ESSENTIAL SKILLS

• Oral and written communications.
• Ability to provide optimal customer service skills
• Word processing and keyboarding skills.
• Using client/customer service etiquette and agency procedures in directing callers to appropriate staff and units within the agency.
• Attention to detail and accuracy.
• Learning and following data entry requirements, databases, and unit procedures and methods in the updating, recording, or destruction of agency files and records.
• Learning and conducting criminal background histories and processing gun permit applications.
• Learning, using and applying agency specialized applications, databases and systems to perform the requirements of the job including and general office productivity software.
• Performing data entry accurately and in accordance with agency requirements.
• Appropriately supplying information to the public or other agencies in accordance with data privacy laws and guidelines.

WORKING CONDITIONS

The duties associated with this position are primarily administrative in nature.  Duties involve prolonged period of sitting and dealing with members of the public.  However, the overall nature of the job can be best described as having minimal environmental hazards and risks associated with the performance of its job requirements.