Records Specialist

Responsibilities

• Maintains and updates both physical and computer files, scans files.
• Cleans, corrects, and files all inmate bookings received from jail.
• Compiles jail credit for inmate files, including providing information to authorized requesting parties.
• Obtains needed information from the TLETS/NLETS system.
• Checks the validation of all warrants and protective orders in the TLETS/NLETS system for Midland County Sheriff’s office and answers warrant hit requests.
• Processes all corrections from the Texas Office of Public Safety for fingerprints and dispositions for state and national database.
• Furnishes individual inmate record checks on request to all law enforcement agencies nationwide, courts, county and district clerk’s offices, individuals, companies, and military recruiters.
• Logs all requests for record checks and outgoing paperwork and pictures.
• Furnishes inmate pictures from X-image and develops black and white pictures as needed.
• Furnishes line‑ups for Midland County and other agencies as needed.
• Provides photographs to the media as needed.
• Maintains records on gun (multiple) purchases.
• Enters dispositions of cases in computer and files.
• Prints reports of blotter and arrest sheet and furnishes copies to agencies and sections requesting them.
• Furnishes parole list to pertinent sections.
• Checks for deceased inmates and maintains files, destroys files after receiving validation of death.
• Furnishes letters of recommendation for immigration, visa, and airport security, as well as employment and other miscellaneous requests.
• Enters DPS and FBI numbers and additional data from rap sheets into computer and files.
• Assists all criminal justice personnel with any requests pertaining to record check information.
• Processes registration of sex offenders.
• Collects money and makes change and receipts for arrest reports and record checks.
• Enforces the constitution and the laws of the United States and of the State of Texas.
• Ensures regular and timely attendance.
• Abides by all Midland County policies and city, county ordinances, state and federal laws.
• Performs any assignments issued by chain of command and/or the Sheriff.

• High school graduation or equivalent, plus at least one year of experience; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
• Certification from the Texas Law Enforcement Telecommunications System (TLETS), including TCIC/NCIC certifications and certification on sex offender registration policy and procedures.
• Knowledge of court documents, local, state, and federal laws relating to the operation of a sheriff’s office, TCIC/NCIC system, office policies and procedures, and standard office practices.
• Proficiency in operating computers, organizing and prioritizing tasks, reading manuals, letters, and memos, writing letters and memos, performing basic mathematical calculations, interpreting policies and procedures, analyzing information, working independently, making sound judgments, operating office equipment (copy machine, facsimile machine).
• Excellent verbal and written communication skills and the ability to maintain effective working relationships with co‑workers.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described are representative of those that must be met to successfully perform the essential functions of this job. They include regular sitting, use of hands, reaching, bending, kneeling, talking, hearing, standing, walking, and lifting or moving objects weighing up to 20 pounds. Specific vision requirements include close vision and the ability to adjust focus.

The work environment characteristics described are representative of those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level is usually moderate.