Job Title: Records Manager
Salary range: $23.10
Department: Sheriff
Hours: Non-Exempt
Job Description:
Prowers County Sheriff’s Office
Records Manager
GENERAL STATEMENT OF DUTIES:
This position is considered a managerial position that is responsible for the day-to-day supervision of office staff to exclude certified deputies or detention officer unless assigned to office duties while on “light duty”. This position will also be responsible for all record keeping duties in the area of Criminal and Jail records, Body Worn Camera, NIBRS, CCW permits, Sex Offender Registration, and E-Discovery for filing of cases. The actual day-to-day record keeping may be assigned to others to perform. Duties may vary depending on needs that arise or assigned by the Sheriff or Undersheriff.
The Records Manager is required to resolve issues where established policies may not be clearly spelled out. This position calls for the ability to work with people to solve problems in a clear and concise manner.
This is a small law enforcement agency and at times everyone will be required to respond to service demands that may not be specific to their job description. Everyone is expected to serve the public to the best of their abilities and capabilities.
This position is responsible and answerable to the Office Manager or Sheriff and Undersheriff in the absence of the Office Manager.
DUTIES
- Inputs relevant data into computer database systems.
- Submit cases to the District Attorney through E-Discovery software
- Assists and directs public to proper area/person in records reception office.
- Routes telephone calls and mail to appropriate division or person.
- Inputs jail packets into data system.
- Routes court papers and warrants to appropriate division.
- Maintains file system for all Sheriff’s Office records.
- Verifies information on public requests for reports and records.
- Collects fees and insures receipts and documents are accurate.
- Responds to inquires from other law enforcement agencies
- Prepares monthly reports on all jail and inmate activities.
- Any other tasks assigned by the Sheriff or Undersheriff or office manager.
JOB REQUIREMENTS
NOTE: Because this position has mixed and varied job requirements the listed requirements cannot include all the variety of knowledge’s, skills and abilities that may be required for this particular position.
This is a management and working position requiring knowledge of the principles and practices of the Prowers County Sheriff’s Office. Ability and skill in planning, organizing and insuring the accuracy of records is paramount. This position must be able to gather, assemble, correlate and analyze facts and devise solutions to administrative policies and procedures. This position must be able to and have the skills to develop, install and evaluate administrative policies and procedures. Must have the ability to read, interpret and apply federal, state, and Sheriff’s Office policy and procedures and to develop and maintain good working relationships with coworkers and agencies.
DIFFICULTY IN WORK
This position performs professional duties where the day-to-day operational complexity
is characterized by problems of unusual circumstances requiring variation in approach or
methodology. Problems to be solved are made difficult by incomplete data and
incompatible results. Delegation of considerable decision-making latitude in processing
issues and situations is typical.
RESPONSIBILITIES
Supervision is received in the form of general direction and requires the ability, skill and initiative and other qualities necessary for the identification of special problems based on a thorough knowledge of assigned activity. Impacts of the decisions made by this position are generally critical to the services provided by the agency and could (when poor decisions are made) adversely affect the general public, employees and the overall administration of the Sheriff’s Office.
WORK RELATIONSHIPS
The profile of this position is mixed and varied. The personal work relationships are subject to vary with the differences in the duties assigned. Personal work relationships will include agency staff, general public, federal, state, and local officials, and other community agencies for a wide variety of issues.
PHYSICAL EFFORT, WORK ENVIROMENT
Work is typically in an informal office environment with no more than normal physical activity, with some travel to other agencies with in the city.
MINUMUM QUALIFICATIONS
Must be able to pass a background investigation. High school diploma, four years of experience or the equivalent of education and experience is preferred. Good computer skills with a working knowledge of word processing and data base software. Must have excellent interpersonal skills, the ability to deal with co-workers, the general public and elected officials. Must be a self-starter and have the ability to prioritize and organize the office work.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements:
Must be physically able to operate a variety of machinery and equipment, including computer, typewriters, calculators, copiers, facsimile machines, radios, etc. Must be able to exert up to 50 pounds of force occasionally, and/or up to 15 pounds of force frequently, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical demand requirements are those for Light to Medium Work.
Data Conception:
Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) or data, people or things.
Interpersonal Communications:
Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments and/or directions to others.
Language Ability:
Requires the ability to read a variety of correspondence, reports, logs, forms, charts, etc. Requires the ability to prepare correspondence, reports, forms, logs, charts, etc., using proper format and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak before groups of people with poise, voice control, and confidence.
Intelligence:
Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and deal with several abstract and concrete variables.
Verbal Aptitude:
Requires the ability to record and deliver information; to explain procedures; and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including terminology related to NIMS, ICS, etc.
Numerical Aptitude:
Requires the ability to utilize mathematical formulas, add, subtract, multiply, divide, determine percentages and decimals
Form/Spatial Aptitude:
Requires the ability to inspect items for proper length, width and shape.
Motor Coordination:
Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment
Manual Dexterity:
Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination:
Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament:
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication:
Requires the ability to talk and hear (talking – expressing or exchanging ideas by means of spoken words; hearing – perceiving nature sounds by ear). Must be able to communicate via telephone, 800 megahertz radios and other equipment required for emergency response.
Compensation:
Negotiable, this is considered a non-exempt position.
