Records Coordinator (Criminal Records)

Job Purpose

Assists the Records Managers with the more difficult functions of the Records Division to ensure proper preparation and maintenance of accurate and complete department records in compliance with National, State and Departmental regulations and policies.  The Records Coordinator must also be able to perform all the duties of the Records Technicians and will routinely assist in those duties.

Essential Duties and Responsibilities

• Assists with training new Records Technicians, reviews the work of the Records Technicians, and assists with the selection of new personnel.
• Assists with the maintenance of the National Crime Information Center Person and Property files and is responsible for tracking, updating and maintaining files.
• Processes validations on National Crime Information Center (NCIC) person and property files.
• Assists with NCIC user certifications and/or Security Awareness Training certifications for all employees, reserves, and volunteers of the Sheriff’s Department as mandated by Federal law.
• Reviews all records to assure the validity and accuracy of the information in the Record Management System and the NCIC person and property files.
• Receives, processes, researches, and responds to requests for internal documents from the general public, governmental agencies, and businesses.
• Reviews requests to determine appropriateness of release.
• Calculates, collects, and receives fees associated with requested documents.
• Reviews, scans, and attaches documents to existing files accurately within the department’s Records Management System/Jail Management System (RMS/JMS).
• Analyzes and compares name records for acceptance into the department’s Records Management System.
• Reviews, enters, updates, and clears data pertaining to persons and properties in the NCIC database.
• Performs quality checks and validations on articles, persons, weapons, vehicles, boats, orders of protection, and restraining orders.
• Performs audits, verifications, validations, and corrections in the NCIC database to ensure quality control and compliance with national and state standards.
• Receives, reviews, and processes criminal history record requests from the Department of Social Services/Child Protective Services, as mandated by state law.
• Receives, reviews, researches, and processes court orders requiring the deletion or expungement of criminal records from the Records Management System/Jail Management System, as well as the previous records system.

Job Specifications and Qualifications

Skills:

• Strong leadership skills.
• Administrative practices.
• Written and verbal communication via in-person, phone and email contact.
• Customer service.
• Organization and time management practices to accomplish tasks in a timely manner.
• Detailed-oriented.
• Multi-tasking such as handling multiple calls at one time.
• Clerical and bookkeeping procedures.

Education/Experience:

• High School diploma or equivalent, with at least two years of experience reading and processing criminal records paperwork.

Licensing and Certifications:

• National Crime Information Center certification – Full Function.

Working Conditions / Physical Requirements

• Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects.  If the use of arm and/or leg controls requires exertion of forces greater than that for the Sedentary Work category and the worker sits most of the time, the job is rated Light Work.
• Positions in this class typically require talking, hearing, seeing, grasping, fingering, standing, walking, repetitive motions, stooping, kneeling, crouching, and reaching, climbing and balancing, pushing, pulling, and lifting.

Equal Opportunity Employer