Records Specialist - Steele County Minnesota : Job Details

DescriptionSteele CountyJob DescriptionJob Title: Records Specialist Department: Sheriff Immediate Supervisor: Records Supervisor FLSA Status: Non-Exempt DBM Rating: B23 Job Summary: Under the guidance of the Records Supervisor, the Records Specialist is responsible for the maintenance and updating of all law enforcement records for the Steele County Sheriff's Office, Steele County Detention Center, and Blooming Prairie Police Department including the entry of all incident reports and criminal case files into law enforcement records management system and State and National informational systems. Essential Duties and Responsibilities: •Front desk reception duties for everyone entering the Sheriff's Office. Meets and greets the public via walk-ins, telephone or at the department counter. Determines nature of the visit or call and provides information or escorts all parties/visitors that do not have security access. •Updates, maintains and inputs all records and criminal files. o Enters and codes all incident reports and supplemental information into the Records Management System, which is Field Base Reporting (FBR) in accordance with Federal, State and Local reporting requirements. o Updates and maintains case files in FBR. o Enters and verifies hot file into state and national database systems. Enters and validates all Steele County Warrants. Updates all verified data in the Criminal Justice Information System. o Enters and maintains all jail records, booking information, inmate files, and related documents. o Accepts payment and issues receipts for copies of records. Assists in the storage and retrieval of law enforcement records. o Classify and code records to meet mandated Federal, State and Local reporting requirements. o Redaction of body camera footage and reports. o Purges records in accordance with record retention schedule. •Performs civil process duties and responsibilities. Processes all civil documents for service. Prepares and provides appropriate affidavits of service. Hold Sheriff sales. Schedules Lockout Evictions and Standbys. •Acts as Sheriff's designee for the release and disseminates data to the public and private individuals in accordance with data privacy and MN statutes. Answers questions and addresses inquiries from the public, other government agencies and employees in accordance with guidelines. •Compiles and processes digital case file evidence for the County Attorney's Office. Compiles and retrieves available reports, photos, audio and videos, body camera footage, criminal histories and prepares digital case files for delivery to the County Attorney's Office. •Publish DWI and DVS through E-charging. •Prepares and processes gun permits. Performs and processes background checks. Accepts Payments. o Research and compiles background information such as criminal history, court file dispositions and local records. o Contacts law enforcement agencies where the applicant was a previous resident. o Collects and enters background information into BCA database, LOGIS RMS and spreadsheets. o Prepares, types and submits all permit requests to Sheriff or Chief Deputy to review and sign. •Performs other duties of a comparable level or type, as required. Essential Knowledge: •Fundamentals of general office and practices and procedures and equipment. •Fundamental knowledge of customer/client service etiquette and practices. •Fundamental knowledge in the use and operation of computer hardware and business productivity software and applications used in a typical office environment including Word or related programs. •Knowledge of data privacy laws, laws, regulations, guidelines or rules pertaining to job assignments. •Fundamental knowledge of department functions and activities. ESSENTIAL SKILLS •Oral and written communications. •Ability to provide exceptional customer service. •Word processing and keyboarding skills. •Using client/customer service etiquette and agency procedures in directing callers to appropriate staff and units within the agency. •Attention to detail and accuracy. •Learning and following data entry requirements, databases, and unit procedures and methods in the updating, recording, or destruction of agency files and records. •Learning and conducting criminal background histories and processing gun permit applications. •Learning, using and applying agency specialized applications, databases and systems to perform the requirements of the job, including general office productivity software. •Performing data entry accurately and in accordance with agency requirements. •Appropriately supplying information to the public or other agencies in accordance with data privacy laws and guidelines. Required Work Experience & Education: •High School Diploma or GED •Minimum of 1 year clerical and computer experience •Ability to pass a background check Working Conditions: The duties associated with this position are primarily administrative in nature. Duties involve prolonged period of sitting and dealing with members of the public. However, the overall nature of the job can be best described as having minimal environmental hazards and risks associated with the performance of its job requirements.