Records Specialist

The purpose of this position is to provide clerical support to the department by processing department reports, forms, and documents; entering data into program databases; and assisting the general public, law enforcement officials, and other interested parties with records‑related questions.

• Receives, reviews, prepares and/or processes department documents such as police incident and criminal investigation reports, accident reports, citations, warrants, impound records, etc.; verifies, completes, and/or codes required information; enters information into department databases; updates database information; verifies accuracy and completeness of entered data; creates new files and purges old data as appropriate; and maintains copies in department files.
• Utilizes Georgia Crime Information Center and National Crime Information Center terminals; conducts background and criminal history checks; enters information regarding tags, driver’s licenses, warrants, missing persons, and stolen property; and obtains, retrieves, and relays information to police officers, detectives, other law enforcement, or other staff as requested.
• Performs general customer service functions; answers telephones; greets customers and visitors; provides assistance, requested documents, and information regarding department services and procedures; refers callers to other staff members as appropriate; and takes and forwards messages.
• Processes requests for records and reports; receives requests from courts, law enforcement personnel or agencies, victims, and the general public; retrieves police and incident reports; determines confidentiality of requested document and report; verifies identities and assures authority of individuals to receive confidential information; establishes quantity of information requester is authorized to receive; forwards and/or mails accordingly; and ensures reports are provided in a timely manner.
• Processes payments for documents; accepts payments and records receipt of same; balances cash drawer; and maintains related documentation.
• Ensures all activities are in compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations or violations.
• Performs other clerical tasks such as processing incoming and outgoing mail, making copies, sorting, collating, distributing, and/or shredding various reports and documents.
• Processes a variety of other documentation associated with department/division operations, within designated time frames, and per established procedures; receives and reviews various documentation; reviews, completes, processes, forwards, or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e‑mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with supervisor, other County employees, law enforcement, attorneys, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Requires a High School diploma or equivalent, and one (1) year of related experience in clerical and general office work or a related field, or equivalent combination of education and experience.

Must possess and maintain a valid Georgia driver’s license. Must possess and maintain a Georgia Crime Information Center (GCIC) Terminal Operator certification.

None.

• Knowledge of local government operations, law enforcement and archival related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and…