Records Specialist

Definition

Under general supervision, maintains the accuracy and completeness of legal records for the Sheriff’s Office; creates, organizes, maintains and updates records; researches new and current methods of record keeping and storage; performs general clerical duties, and performs related duties as assigned.

The following tasks are normal for the position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned by designated supervisor as needed.

Organizes, establishes and maintains record keeping systems for correspondence, documents, materials or records for an administrative function. Sets up physical and computer files by numerical, alphabet or other method. Records or logs incoming information and follows up on missing or incomplete information. Ensures accurate records and materials are filed properly. Researches information in files and update with changes. Provides general clerical support to assigned division.

Types general correspondence and reports and performs data entry tasks in support of the overall administrative responsibility of the assigned organizational unit. Receives and screens telephone calls and visitors. Assists visitor or call by answering questions or providing information. Determines when referral is appropriate. Interacts with other departments and the general public to complete assigned work or provide information and assistance.

Authorizes admissions and release of inmates based on established procedures. Computes inmate release dates. Organizes and maintains a variety of records requiring classification and compilation of varied information. Assures duties of employee assigned are as prescribed by law and the policies and procedures of the Sheriff’s Office; assists management with the administration and coordination of staff activities and schedules; identifies and recommends supplies, materials, and other needs of the division;

identifies and recommends methods to improve management and operation of the division; assists in the daily operation of the division.

Must have a high school diploma or GED and four (4) years of full time office work experience to include working with computerized records management, file and records maintenance, public contact and keyboard experience.

• Knowledge of records management principles, practices and methods.
• Knowledge of Sheriff’s Office programs, organization, and operation relative to assigned work.
• Knowledge of policies and procedures affecting assigned work.
• Knowledge of legal terminology and assigned division processes and procedures.
• Knowledge of standard office practices, principles and methods.
• Skill in organizing and maintaining records, files and computerized documents.
• Skill in the use of a personal computer and related software to include Word, Excel and PowerPoint.
• Skill in verbal and written communication.
• Skill in establishing and maintaining cooperative working relationships with employees, other related agencies and representatives, law enforcement, inmates, their families, interested parties and the public.
• Skill in reviewing and assessing documents for completeness and compliance with requirements.