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Records Management Specialist

2 months ago

Aberdeen, Washington, United States Brown County Full time
Job Description

JOB SUMMARY

This role involves executing technical responsibilities related to the upkeep and processing of various departmental records, documentation, and financial transactions.

MAJOR DUTIES

  • Handles incoming calls; provides information and support; directs inquiries to the appropriate personnel; assists clients with fingerprinting services, firearm permits, civil documentation, and payment processing.
  • Prepares financial deposits; ensures accurate accounting of all funds; generates deposit documentation.
  • Issues receipts for received payments.
  • Creates billing statements for departmental expenses.
  • Manages protection orders; verifies their validity and enters them into relevant database systems.
  • Facilitates the transportation of individuals as necessary.
  • Sends notifications for overdue civil documentation.
  • Digitizes documents.
  • Maintains and updates criminal justice software; oversees code tables and data integrity; performs minor system maintenance.
  • Engages in the analysis and entry of state statistical information.
  • Inputs data for warrants, criminal history checks, firearm permits, etc.; processes criminal history inquiries.
  • Confirms and finalizes departmental payroll.
  • Distributes records to other agencies and the public as required.
  • Balances inmate financial accounts.
  • Performs additional related tasks as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

  • Understanding of contemporary office practices and procedures.
  • Familiarity with records management principles.
  • Knowledge of fundamental accounting practices.
  • Proficiency in computer systems and job-related software applications.
  • Awareness of NCIC guidelines.
  • Understanding of records retention policies.
  • Ability to prioritize and organize tasks effectively.
  • Skill in delivering customer service.
  • Expertise in maintaining files and records.
  • Proficiency in using office equipment such as computers, scanners, fax machines, and copiers.
  • Strong oral and written communication skills.

SUPERVISORY CONTROLS

The Administrative Coordinator assigns tasks based on general instructions. The supervisor reviews completed work for adherence to procedures, accuracy, and appropriateness of outcomes.

GUIDELINES

Guidelines include county and agency policies and procedures. These guidelines are generally clear and specific but may require interpretation in their application.

COMPLEXITY/SCOPE OF WORK

  • The work consists of interrelated technical tasks. Strict guidelines and the necessity for precision contribute to the complexity of the role.
  • The objective of this position is to perform technical duties in the maintenance and processing of various departmental law enforcement, financial, and other records. Effective performance enhances the efficiency and effectiveness of departmental operations.

CONTACTS

  • Interactions typically involve co-workers, other county staff, vendors, court service officers, parole officers, social workers, representatives of state agencies, and members of the public.
  • Contacts are primarily for the exchange of information, problem resolution, and service provision.

PHYSICAL DEMANDS/WORK ENVIRONMENT

  • The work is generally performed while seated at a desk or table or while intermittently sitting, standing, or bending. The employee may occasionally lift light objects.
  • The work environment is typically an office setting.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

  • Ability to read, write, and perform mathematical calculations at a level commonly associated with high school completion or equivalent.
  • Experience sufficient to grasp the basic principles relevant to the primary duties of the position, usually acquired through an apprenticeship/internship or similar role for one to two years.
  • Possession of or ability to readily obtain a valid driver's license issued by the State of South Dakota for the type of vehicle or equipment operated.
  • Possession of or ability to obtain NCIC and CJIS certification.

Equal Opportunity Employer