HomeMy WebLinkAboutRecords Officer JEFFERSON COUNTY
Job Description
Job Title: Records Officer
Department: Sheriffs Office
Division: Administration
Civil Service: YES
Reports To: Confidential Secretary
FLSA Exempt: No
Union: Teamsters
BBP: Yes
HIPAA: Level 4
Salary Level: See Union Contract
Shift: 8 a.m. to 5 p.m. or 7 a.m. to 4 p.m.
Location: Elkins Road, Port Hadlock
Approved By: Human Resources Manager3GA-0(/(�r
Approved Date: February 2022
SUMMARY
Performs a variety of duties including data entry, research, review, and customer service in order to
protect,preserve, and disseminate confidential law enforcement records for the effective operation of
the Sheriffs Office. This function is a key component of the Sheriffs operation and is vital to
officer safety, public safety, the work of the Prosecutor's Office and the courts. Performs critically
responsible technical/administrative support work to the Operations and Detectives Divisions of the
Sheriffs Department. Public contact is required for explanation of policies/procedures and the
interpretation of guidelines/law are basic elements of this position. Employee must perform the
duties of this position as per State and Federal law, Accreditation Standards, and department and
county policies and procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Essential functions are
fundamental job duties. They do not include marginal tasks which are also performed but are
incidental to the primary functions. The omission of specific statements of duties does not exclude
them from the position if the work is similar, related, or a logical assignment to the position.
Performs related work as required. Individuals may perform other duties as assigned, including
work in other functional areas to cover absences or relief to equalize peak work periods, or otherwise
balance the workload.
Processes case files and sends copies to the Prosecutor's office for their investigation and
prosecution. Copies, routes,tracks information submitted to courts and prosecutor's office as
directed. Enters court dispositions into an in-house records management system.
Searches local, state, and federal law enforcement databases for criminal histories and performs local
background checks.
Enters arrest warrants in state database and in-house records management system and quashes
warrants in both systems. Enters and cancels protection orders.
Jefferson County Job Description: Sheriff's Office Records Officer
Reviews all case files for NIBRS crime coding, corrects errors, analyzes data, and reports monthly
statistics to the state.
Determines individual eligibility for concealed pistol licenses (CPLs) and processes firearms transfer
paperwork and firearms dealer licenses in accordance with state statute.
Issues special forest harvest permits in accordance with state statute.
Maintains registered sex offender records, enters data into state database and in-house records
management system, provides support to the sex offender address verification program and compiles
and submits quarterly reports to the state.
Prepares and maintains department financial data. Performs accounting duties, including reviewing,
preparing and inputting all office bills, expense vouchers,purchase orders, etc. Prepares monthly
department payroll for approval and submittal.
Processes requests for records from the public, prosecutor, courts, and other agencies in accordance
with state statute.
Provides accident reports to requesting insurance agencies, including researching data, summarizing
report and collecting service fees.
Receives and processes lost and found property, and requests for extra patrols and vacation house
checks. Monitors tip hotline.
Provides back up and vacation/illness relief for other records staff during their absences, requiring
cross-training and handling/knowledge of time-sensitive assignments of related employees.
May include assignment as TAC officer responsible for ACCESS training and certification, audits,
operating procedures, and verifications.
Maintain various reports, logs, registers and files.
Enter/retrieve information from NCIC/WACIC computer databases relating to person, vehicle and
firearm information. Maintain ACCESS certification and required confidentiality requirements.
Respond to evidence/property inquiries from the general public and/or official authorities in person
or telephonically to provide identification, location and dissemination of evidence/property held.
Execute oral and written communications with courts, prosecutors, businesses, educational facilities,
government entities, and private citizens regarding issues relating to evidence/property.
Provide documentation and inspection services for evidentiary matters to the department,
prosecuting attorneys, other law enforcement agencies and courts system.
Maintain and manage physical security/control/disposition of all evidence/property to include high
value items such as vehicles, controlled substances, currencies and firearms.
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Jefferson County Job Description: Sheriff's Office Records Officer
Document and execute the physical destruction of controlled substances and firearms in conjunction
with designated witnesses/supervisors. In accordance with policies and procedures, destroy or purge
other evidentiary/property.
Maintain continuous and meticulous chain of custody of evidence/property held including
appropriate signatory requirements for handling evidence and property. Manage and execute dual
entry record-keeping system (computer data entry, tracking, analysis) and accompanying hard card
signatory chain of custody, which includes on-hand inventory, disposition history and inter-agency
transfers. Ensures and is responsible for reconciliation of electronic and paper tracking data.
Advise departmental personnel on policies/procedures for packaging, documenting and submitting
evidence/property materials for storage and integrity. Provide departmental personnel with
appropriate packaging supplies. This position maintains most current packaging and documentation
standards acceptable within law enforcement and the criminal justice system
Package and transmit evidentiary items and controlled substances to the State or other crime
laboratories for forensic analysis as requested by investigators and prosecutors. Receive controlled
substances after State forensic analysis completion, and disseminate resulting reports.
Document, prepare and auction materials that are legal to possess and have value which are forfeited
by courts, unclaimed by owners, or ownership is undetermined through commercial agents.
Manage bio-medical hazardous waste materials storage, accessibility, and ultimate destruction
through established Federal/State Laws and local government and departmental policies and
procedures.
Appear for scheduled work with regular, reliable and punctual attendance. Establish and maintain
cooperative, effective, and productive working relationships using tact, patience, clarity and
courtesy. Effectively plan and organize work and complete tasks within prescribed timeframes.
Other duties as assigned and directed by the supervisor.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
COMPETENCY: To perform the job successfully, an individual should demonstrate competency in
the following:
Technical Skills - Assesses own strengths and weaknesses; Pursues training and development
opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
Customer Service - Manages difficult or emotional customer situations; Responds to requests for
service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to
others without interrupting; Keeps emotions under control.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and
gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in
meetings.
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Jefferson County Job Description: Sheriff's Office Records Officer
Written Communication- Writes clearly and informatively: Edits work for spelling and grammar;
Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret
written information.
Delegation - Delegates work assignments; Matches the responsibility to the person; Sets
expectations and monitors delegated activities.
Quality Management- Demonstrates accuracy and thoroughness.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural
differences; promotes a harassment-free environment.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with
integrity and ethically; Upholds organizational values.
Organizational Support- Follows policies and procedures; Completes administrative tasks correctly
and on time; supports organizations goals and values.
Judgment- Exhibits sound and accurate judgment; Supports and explains reasoning for decisions;
Includes appropriate people in decision-making process; Makes timely decisions.
Planning/Organizing - Prioritize and plans work activities: Uses time efficiently; Plans for additional
resources; Sets goals and objectives: Organizes or schedules other people and their tasks; Develops
realistic action plans.
Professionalism - Approaches others in a tactful manner: Reacts well under pressure; Treats others
with respect and consideration regardless of their status or position; Accepts responsibility for own
actions; Follows through on commitments.
Quality- Demonstrates accuracy and thoroughness: Applies feedback to improve performance;
Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner: Works quickly.
Safety and Security - Observes safety and security procedures: Determines appropriate action
beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment: Manages competing demands; Changes
approach or method to best fit the situation: Able to deal with frequent change, delays, or unexpected
events.
Attendance/Punctuality- Is consistently at work and on time: Ensures work responsibilities are
covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for
own actions: Keeps commitments: Commits to long hours of work when necessary to reach goals;
Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative -Volunteers readily; Seeks increased responsibilities; Looks for and takes advantage of
opportunities; Asks for and offers help when needed.
Innovation- Generates suggestions for improving work.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge,
skill, and/or ability required. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED) and three (3) years related
experience and/or training in general business; or equivalent combination of
education and experience.
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Jefferson County Job Description: Sheriff's Office Records Officer
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole
numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent
and to draw and interpret bar graphs.
REASONING ABILITY
Ability to apply common sense understanding to carry out detailed but uninvolved
written or oral instructions. Ability to deal with problems involving a few concrete
variables in standardized situations. Ability to work with limited supervision.
COMPUTER SKILLS:
Ability to type proficiently and accurately. To perform this job successfully, an
individual should have knowledge of Access Database or other database software;
Explorer Internet software; EXCEL Spreadsheet software and WORD word
processing software.
CERTIFICATES, LICENSES, REGISTRATIONS
U.S. Citizenship.
Valid Washington State Driver's License
OTHER REQUIREMENTS:
Will be required to pass a background check, polygraph test, and psychological evaluation
Will be required to obtain ACCESS Certification upon employment
Will be required to attend training in evidence handling and management
Will be required to attend Law Enforcement Records Training
Will be required to participate in continuing education to stay current with applicable statutes
and procedures
Must develop knowledge of physical security, chain of evidence and custodial requirements
of evidence and property. Must possess the knowledge and ability to interface with law
enforcement, prosecutors and courts system. Knowledge of basic bio-medical hazardous
materials handling procedures. Knowledge of procedures for handling controlled substances.
Knowledge of firearm handling safety requirements.
OTHER SKILLS AND ABILITIES:
Ability to perform duties independently after initial training.
Ability to learn legal process of evidentiary materials and apply state and county statutes governing
evidentiary and property materials.
PHYSICAL DEMANDS The physical demands described here are representative of those
that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential functions. While performing the duties of this job, the employee is regularly
required to sit and talk or hear. The employee frequently is required to stand and walk. The
employee is occasionally required to reach with hands and arms and climb or balance. The
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Jefferson County Job Description: Sheriff's Office Records Officer
employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities
required by this job include close vision, color vision, depth perception, and ability to adjust
focus.
WORK ENVIRONMENT The work environment characteristics described here are
representative of those an employee encounters while performing the essential functions of
this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential functions. Work is performed in an office setting which is busy,
oriented to public service and subject to constant work interruptions. Employees may work
under the stress of continual public and/or inter-departmental contact and pressure to meet
inflexible timelines. Ability to maintain reasonable, predictable and regular attendance and
ability to attend meetings or report to work outside of regular business hours may be
required. Confidentiality is of the utmost importance. As a matter of course in the
performance of their regular duties, records officers handle extremely confidential
information that could contain descriptions, recordings, or photographs that may be of an
offensive nature.
While performing evidence and property management, employees will be exposed to
controlled substances, blood-borne pathogens of a potentially hazardous nature and to items
taken from degraded environments or affected by poor hygiene.
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