Records Manager

Prowers County Sheriff’s Office Records Manager GENERAL STATEMENT OF DUTIES

This position is considered a managerial position that is responsible for the day-to-day supervision of office staff to exclude certified deputies or detention officer unless assigned to office duties while on “light duty”. This position will also be responsible for all record keeping duties in the area of Criminal and Jail records, Body Worn Camera, NIBRS, CCW permits, Sex Offender Registration, and E-Discovery for filing of cases.

The actual day-to-day record keeping may be assigned to others to perform. Duties may vary depending on needs that arise or assigned by the Sheriff or Undersheriff.

The Records Manager is required to resolve issues where established policies may not be clearly spelled out. This position calls for the ability to work with people to solve problems in a clear and concise manner.

This is a small law enforcement agency and at times everyone will be required to respond to service demands that may not be specific to their job description. Everyone is expected to serve the public to the best of their abilities and capabilities.

This position is responsible and answerable to the Office Manager or Sheriff and Undersheriff in the absence of the Office Manager.

• Inputs relevant data into computer database systems.
• Submit cases to the District Attorney through E-Discovery software.
• Assists and directs public to proper area/person in records reception office.
• Routes telephone calls and mail to appropriate division or person.
• Inputs jail packets into data system.
• Routes court papers and warrants to appropriate division.
• Maintains file system for all Sheriff’s Office records.
• Verifies information on public requests for reports and records.
• Collects fees and insures receipts and documents are accurate.
• Responds to inquiries from other law enforcement agencies.
• Prepares monthly reports on all jail and inmate activities.
• Any other tasks assigned by the Sheriff or Undersheriff or office manager.

NOTE:

Because this position has mixed and varied job requirements the listed requirements cannot include all the variety of knowledge’s, skills and abilities that may be required for this particular position.

This is a management and working position requiring knowledge of the principles and practices of the Prowers County Sheriff’s Office. Ability and skill in planning, organizing and insuring the accuracy of records is paramount. This position must be able to gather, assemble, correlate and analyze facts and devise solutions to administrative policies and procedures. This position must be able to and have the skills to develop, install and evaluate administrative policies and procedures.

Must have the ability to read, interpret and apply federal, state, and Sheriff’s Office policy and procedures and to develop and maintain good working relationships with coworkers and agencies.

This position performs professional duties where the day-to-day operational complexity is characterized by problems of unusual circumstances requiring variation in approach or methodology. Problems to be solved are made difficult by incomplete data and incompatible results. Delegation of considerable decision-making latitude in processing issues and situations is typical.

Supervision is received in the form of general direction and requires the ability, skill and initiative and other qualities necessary for the identification of special problems based on a thorough knowledge of assigned activity. Impacts of the decisions made by this position are generally critical to the services provided by the agency and could (when poor decisions are made) adversely affect the general public, employees and the overall administration of the Sheriff’s Office.

The profile of this position is mixed and varied. The personal work relationships are subject to vary with the differences in the duties assigned. Personal work relationships will include agency staff, general public, federal, state, and local officials, and other community agencies for a wide variety of issues.

Work…