Job Details
Flathead County is an equal opportunity employer. Flathead County shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.This job description is intended to reflect core areas of responsibility and an incumbent employees knowledge and skill set needed to complete those functions. This document is not intended to catalog each individual duty; employees are routinely called upon to address emerging employer requirements in alignment with individual work units and assignments of jobs. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer change.Job Title: Records Specialist Job Code: 14600Department:Sheriff s OfficePay Grade: Sheriff 4Reports to:UndersheriffFLSA Status: 1Non-Exempt 0 ExemptDepartment Overview: The Sheriff s Office performs law enforcement and crime prevention work including preserving the peace, patrolling assigned areas, serving warrants and making arrests, and assisting in preliminary investigations. In addition, the Sheriff s Office performs tasks related to service of civil complaints and collection of delinquent personal property taxes. The mission of the Sheriff s Office is to maintain and improve the quality of life within the community by working with all people to preserve life, maintain human rights, protect property and promote individual responsibility, and community commitment.Job Summary: Individuals in this position will process and maintain reports, records and documents for the records system of the Sheriff s Office. Individuals in this position will perform split duties as a Terminal Agency Coordinator (TAC), Records Clerk, and Receptionist. Specific time allotted to each role will depend on office workloads and the need for support. The Records Specialist will provide a variety of clerical and administrative activities within the Sheriff s Office. Essential Functions for All Positions (Major Duties or Responsibilities): These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs. Performs complex specialized recordkeeping and tasks related to police functions by using automated and manual systems Work with law enforcement sensitive records, information, and data and maintain high level of confidentiality Query and enter data into various criminal justice systems following prescribed methods, protocols, policy and procedure Work with officers to ensure accuracy of reports Prepare, process, maintain, scan, and file a variety of records, reports, citations, permits, correspondence, and mail Update master computer files utilizing law enforcement specific databases and software Maintain statistical crime data submission and corrections as directed by state and nation-wide standards Prepare and process background checks for the government and law enforcement agencies Prepare and process reports for law enforcement, probation and parole, child protective services and department of family services, and the public Pick up paperwork from various locations and distribute to appropriate departments Process warrants, enter incident reporting data and citations; civil assistance including receipting, checking status of civil papers for service date, process incoming civil paperwork Use software program to update information on inmates and file booking jackets Prepare and update offender files and correspondence forwarding to the appropriate agencies Print and distribute inmate and release reports for various departments and entities Process applications for concealed weapon permits Fingerprint applicants and offenders using LiveScan equipment Independently schedule meetings or appointments Basic bookkeeping responsibilities including accepting cash and check payments, balance a cash drawer, process debts incurred for payment, record claims and deposits into appropriate accounts Assist others in job functions to ensure processing of workload Additional duties as assigned Terminal Agency Coordinator Functions: Responsible for maintaining NCIC/CJIN certifications for Sheriff s Office primary terminal Monthly NCIC/CJIN validations for various databases Provides CJIN computer sign-on for new employees CJIN certification record keeping and notification to user of certification expiration for all Sheriff s Office personnel Primary contact for all CJIN questions and concerns including audits Maintain and certify LiveScan with Montana ID BureauReceptionist Functions: Answer incoming phone calls and transfer or assist callers Assist walk in visitors Answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations, and programs of the Sheriff s Office after determining that information may be given; answer inquiries for complaints which do not need policy interpretation or expertise. Non-Essential Functions: Perform other duties as assigned including but not limited to attending staff or safety meetings, providing backup for other staff, participating in training, etc.Physical Demands and Working Conditions: The employee is constantly required to use hands to handle or feel objects and to keyboard. Frequently required to sit, stand, walk, talk, write, listen and read. The employee may infrequently be required to climb, balance, stoop, kneel, crouch or crawl and reach with hands and arms. The employee is infrequently required to lift and/or move up to 25 pounds. The noise level of the building is usually moderate; however, employee is occasionally subject to loud equipment noise. Supervision Exercised: This is a non-supervisory position.Knowledge, Skills & Abilities:The job requires knowledge of: Operation of modern office methods, procedures, and equipment Clerical and secretarial techniques The job requires skill in: Communication, verbal and written including spelling and grammar Operation of software packages: Excel, Word, internal software Customer service and public relationsThe job requires the ability to: Maintain accurate, complete, and current information for files Read and understand departmental rules, instructions and guidelines Analyze situations accurately and take effective action Establish and maintain tactful, courteous, and effective working relationships with those contacted in the course of work, including the general public Maintain the confidentiality of information Multi-task while working with little to no supervision Type 45 words per minute or more Perform essential functions with frequent interruption and/or distractions Handle multiple priorities, organize workload, and meet strict deadlines Attend and pass state-wide database training and testing within six months of employmentEducation and Experience:The Sheriff s Office Records Specialist requires education and experience equivalent to graduation from high school or GED and three years of general office experience or any combination of education and experience which indicates possession of the knowledge, skills and abilities listed. Special Requirements:Requires the ability to obtain and maintain a valid Montana Driver s License and the ability to obtain a State of Montana notary commission. Employee may be required to submit to fingerprinting, background investigation and random drug testing as necessary to handle sensitive county records. ActionDateReferenceAdopted12/20/2022Commissioners MinutesRevised03/02/2023Commissioners Minutes