Records Clerk

911 Records provides essential support services for Gallatin County’s public safety partners and community members. This position is located in the 9-1-1 Department, which operates seven days a week from 7:00 a.m. to 11:00 p.m.

The Records Clerk is responsible for maintaining, managing, and providing confidential and accurate records for the Bozeman Police Department, Gallatin County Sheriff’s Office, and the Gallatin County Detention Center. The position provides information and assistance to the public, law enforcement officers, and other government agencies; processes and maintains City and County arrest warrants; and ensures compliance with State and Federal CJIN/NCIC policies and procedures.

This position performs a variety of clerical and administrative duties, provides backup support to other 911 staff, and reports to the Support Services Supervisor. It does not directly supervise other County employees.

• Perform data entry of case dispositions, department statistics, and updates to maintain accurate and accessible documentation. Coordinate data entry and reporting with CJIN, NCIC, and the Montana Board of Crime Control.
• Maintain electronic and manual filing systems for correspondence, case reports, inmate files, fingerprint cards, background checks, reports, and other confidential materials.
• Enter, query, clear, and cancel records for wanted persons, stolen property, missing persons, and other data; conduct second-party verification checks and complete monthly validation reviews for the Department of Justice.
• File and maintain Bozeman Police Department and Gallatin County Sheriff’s Office incident reports and Detention Center files.
• Enter final disposition information from courts into the Records Management System and seal or update records as required by court order.
• Enter and update criminal warrants and summons in the Warrant Module, ensuring status changes are accurately reflected and probation or bond alerts are maintained.
• Perform second-party checks on all CJIN/NCIC warrant and protection order entries.
• Review and redact confidential information before dissemination of reports or public requests; copy, record, and distribute reports, collecting and receipting fees as needed.
• Run criminal history and background checks for authorized agencies and purposes.
• Prepare and process court-related discovery requests and subpoenas.
• Perform local criminal history checks for concealed weapon permit applicants and respond to FBI NICS firearm purchase inquiries.
• Record and retrieve 911 calls and radio traffic for authorized requests from law enforcement or legal counsel.
• Respond to public inquiries at the front counter and by phone; assist visitors with warrants, records, concealed weapon permit applications, animal releases, or other public services.
• Complete driver’s license and vehicle registration queries for officers and authorized staff; enter orders of protection into CJIN as directed.
• Provide clerical support, including scanning, copying, faxing, and maintaining supply inventories.
• Provide administrative and reception backup to 911 and Detention staff as assigned.

Performs a variety of other duties as assigned by the supervisor. These may include coordinating special projects, assisting other 911 staff, serving court documents, conducting research, compiling reports, and participating in training and continuing education.

If the County Commission proclaims a local emergency due to an actual or threatening disaster (such as earthquake, fire, riot, or flood), County employees may be required to provide services during the emergency and throughout recovery operations.

• Principles and practices of records management and data entry.
• Laws and regulations related to criminal justice information, confidentiality, and records retention.
• Basic functions of city and county law enforcement and judicial systems.
• Operation of office equipment and computer systems (Windows, RMS, CAD, CJIN/NCIC).

• Performing accurate data entry and recordkeeping.
• Communicating clearly and professionally in person, over the phone, and in writing.
• Applying…