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Law Enforcement Records Specialist

2 months ago

Stevens Point, United States Portage County, WI Full time

The Portage County Sheriff's office is hiring a full time Law Enforcement Records Specialist to join their team

Starting pay: $21.98 / hour

What are the primary job functions?

Administrative Services Provided to the Sheriff's Office include:

  • Collects and receipts fees for photocopying reports, civil process, parking citations, etc.
  • Meets and screens the public at the Records Division reception window regarding various public inquiries, complaints which include but are not limited to citizen walk-in complaints to speak to a deputy or report a crime, directing non-law enforcement or civil matters to the appropriate office, parking citation questions, preparing oral and written open record and report requests. Subjected to stress by citizens who are often angry, rude and argumentative. First contact with the public who may need calming and consoling if distraught.
  • Receives, reviews, processes, and answers inquiries related to Sheriff's Office matters; service of civil process, background checks, Sheriff's sales, writs, court orders, incident and crash reports, spot maps, or upcoming Department of Natural Resources (DNR) safety or carry concealed weapons classes.
  • Opens, date-stamps, sorts and distributes incoming mail; delivers outgoing mail to County Clerk for processing.
  • Types correspondence, as requested.
  • Transcribes statements and reports from recorded media for the Detective Bureau, Patrol Officers, and the District Attorney's Office.
  • Files incident and crash reports citations, and other law enforcement records in a manner as to comply with records retention laws and ordinances and for easy retrieval for records requests, as needed.
  • Orders and maintains office supplies.
  • Prepares agendas and committee packets and takes and transcribes minutes of the Public Safety/Emergency Management Committee and Traffic Safety Commission in the absence of the Administrative Services Manager.
  • Develops and designs business cards, department forms, spreadsheets and files for the purpose of reporting, data collection and analysis.
  • Receives, processes, and tracks parking tickets, reminder notices, and requests for suspension of registration with the Department of Transportation.
Records Management Services for the Sheriff's Office, include:
  • Prioritizes and processes law enforcement paperwork based on the requirements of the District Attorney's Office, Corporation Counsel, the Clerk of Courts, Probation and Parole, Health and Human Services, state and federal laws and department needs. Organizes paperwork for Request for Charges, Emergency Detentions, Criminal, Traffic and Juvenile referrals. Runs criminal histories in accordance with federal laws, state laws and regulations related to the TIME system (Transaction Information for Management of Enforcement.)
  • Manages the Sheriff's Sale process from receipt of Notification of Foreclosure Sale through Bid Process and receipt of Sheriff's Deed and Report of Sale and files with Clerk of Courts.
  • Reviews and processes requests for from the Sheriff's, Coroner and Jail records while complying with the Wisconsin Public Records Law and the Federal Driver's Privacy Protection Act (DPPA).
  • Reviews and approves incident reports for patrol, detectives and corrections, recording in the records management system. Enters crash reports insuring accurate coding of Statutes.
  • Completes background check requests from the public, military and law enforcement agencies, strictly adhering to all Wisconsin Open Records Law standards and departmental policy.
  • Extracts data from the Records Management System (RMS) and prepares statistical data for the Department and other governmental agencies and committees, as needed.
  • Processes Guardian ad Litem requests.
  • Enters requests for training insuring accurate coding of Statutes and correct categorizations. Add Safe & Sound participants into our records management system.
  • Assists in the maintenance of data in criminal cases and preparation of files for trial.
  • Maintains Federal ACISS database by identifying and entering incident reports with illegal drug-related activities.
  • Enters all protective orders issued by the courts, any amendments and service attempts into the VPO VINE Protective Order system.
  • Performs the duties of Incident Based Reporting (IBR) Coordinator using State Statues Analyzes, classifies and enters all information gathered related to incidents occurring within the County. Updates disposition information and prepares monthly report.
  • Receives, reviews, prepares, services and records documents related to civil process service. Acts as primary point of contact with parties requesting service of process. Prepares Certificate of Service. Monitors and insures return of documents according to statutory service requirements/timelines.
  • Processes discovery materials for Portage County District Attorney's Office.
  • Compiles documentation for Coroner.
  • Serves as Notary Public.
  • Interacts with other County departments and agencies.
  • Creates/posts public notification of training sessions, handles registration and compiles monthly activity reports related to DNR safety classes and Concealed Carry Weapons classes.
  • Maintains the Digital Ally Video Manager; extracts and maintains squad videos for discovery and records management and maintains videotaped interviews.
  • Enter citations into records management system, making copies for Clerk of Courts and Court Security. Backup to the Detective Bureau for Case Management and searching property records for stolen and recovered items.
What are the minimum qualifications?
  • High School diploma or equivalent required. Associate degree in business, law enforcement or related field or three years equivalent work experience required.
  • Experience working with law enforcement records management systems preferred.
  • Training on computer operations and work experience on software programs related to word processing, spreadsheets, and/or other programs.
  • Ability to successfully pass a criminal background check.
  • Ability to secure Notary Public certification.
  • ACISS and TIME System (Transaction Information for Management of Enforcement) certification preferred. Must become ACISS and TIME certified within probationary period.
  • Ability to type accurately required, 55 wpm preferred.
  • Any combination of experience and professional training which provides necessary knowledge, skills, and abilities to successfully perform the essential functions of the position.
Portage County offers an AWESOME benefit package, which includes the following;
  • Vacation - available on day one
  • Health insurance- your choice of two health plans- (Health Savings Account associated with a High Deductible Health Plan with a County contribution or a PPO Co-pay plan)
    • Health insurance starting at $19.15 a paycheck
  • Wellness incentive plan offered with health insurance enrollment Earn up to $600 per year
  • Flexible spending account
  • Dental insurance
  • State of Wisconsin Retirement Plan - County contribution of 6.90%
  • Paid holidays
  • Paid sick leave
  • Life insurance- premium paid by the County (must work a minimum of 30 hrs/wk)
  • Long term disability insurance- premium paid by the County (must work a minimum of 30 hrs/wk)
  • EAP (Employee Assistance Plan) - paid by the County
  • 457(b) Deferred Compensation Plan
  • Public Student Loan Forgiveness (PSLF) Program


** Deadline to apply is by 4:30 pm on September 12th.

Portage County is an Equal Opportunity Employer