Public Safety Administrative Technician - Records

Washington County, MN•Grant, MN

42d•$25 - $29

About The Position

The purpose of the Public Safety Administrative Technician position is to provide a complex variety of services including the application of specialized knowledge of the Sheriff's Office and County policies/procedures, current laws and regulations regarding law enforcement, civil and jail records. The position is responsible for ensuring timely and accurate reporting to Bureau of Criminal Apprehension (BCA), Federal Bureau of Investigation (FBI), National Incident-Based Reporting System (NIBRS), Courts, and other government entities. The position will assist with inquiries related to law enforcement, civil and jail records.

Requirements

Must possess a high-school diploma and four (4) years' experience in a criminal justice related clerical, support or administrative position.
Associate Degree in Law Enforcement, Criminal Justice, or other relevant and two (2) years' experience in a criminal justice related clerical, support, or administrative position, or equivalent.
Must obtain NIBRS (National Incident Based Reporting System), Criminal Justice Reporting System (CJRS) course completion certification, and Notary Public and e-Notary within one year of employment.
Promotes a culture of continuous quality improvement in the workplace; and
Demonstrates knowledge of, or ability to learn, quality/continuous improvement.
Builds effective work relationships
Provides high-quality service.
Understands county business
Demonstrates knowledge of Sheriff's Office and County principles, procedures, techniques, laws, rules, regulations, and equipment.
Demonstrates knowledge of various computer databases and records management systems
Promotes a culture of continuous quality improvement in the workplace;
Demonstrates knowledge of continuous quality improvement; and
Promotes the use of data and continuous quality improvement to drive the department's work and achieve results.

Nice To Haves

Experience with civil process, warrant processing, legal documentation, or working with judicial/legal systems preferred
Strong written and verbal communication skills for interacting with legal professionals, law enforcement, financial institutions, and the general public
Professional demeanor and the ability to handle sensitive legal matters with discretion and accuracy
Ability to manage multiple tasks with frequent interruptions while maintaining high levels of accuracy and meeting strict deadlines

Responsibilities

Processing of Permit to Carry and Permit to Purchase/Transfer Handgun applications, collection of fees, reviewing application for accuracy and completeness and required documentation, issuance of permits to applicant upon approval, and maintaining data based on state statute and department retention schedule.
Assist in conducting background checks on criminal history, warrants, civil and court records, mental health and other applicable searches to determine eligibility in accordance with MN State Statutes and Federal Law.
Keeps abreast of laws, rules, ordinances or statutes as it affects law enforcement activities and the permit to carry and/or permit to purchase laws; Acts as department liaison in the gun permit process, making regular contact with users and other public safety agencies.
Process law enforcement reports and citations, properly prioritize incident reports by determined degree of crime.
Ensure data is correct and accurate in accordance with department regulations, state statutes, federal guidelines, and MN Data Practices Act.
Ensure accurate submission of case files and citations to meet timelines set by state statute and departmental guidelines.
Distribute law enforcement data to appropriate charging jurisdiction following state and local guidelines, to meet timelines set by state statute and department guidelines.
Must utilize independent judgement to determine what, if any, additional data is required to complete process.
Audit and review law enforcement reports for correct grammar, spelling and completeness to ensure quality product.
Utilize independent judgement and office procedures to determine if report or citation needs to be returned to deputy for follow-up or corrections.
Responsible for overall assignment and determination of CJRS (Criminal Justice Reporting System), NIBRS (National Incident Based Reporting System) and/or departmental crime reporting codes as it relates to the incident to comply with state, federal and department regulations.
Ensure accurate and complete records through the state validation process.
Maintain digital evidence files to include retention assignments, case assignment, and user assignment; and disseminate digital evidence, such as body worn camera or squad video footage, in accordance with department regulations, state statutes, federal guidelines and MN Data Practices Act.
Respond to official evidence requests from prosecutors and provide requested data in accordance with department regulations.
Function as a common entry point for inquiries to the Special Services and Jail Administration Units.
Answer questions from local, county, state, and federal agencies, prosecutors, general public.
Respond to a variety of complex questions and data requests from the public, insurance agents, armed forces representatives, attorneys, public safety partners, Department of Corrections, and other affected entities.
Provide data from Law Enforcement databases to authorized personnel following Data Practices Statutes.
Identify, classify, and redact data based upon MN State Statutes relating to Public, Private and Confidential data.
Maintain security and confidentiality of all records and follows state statutes pertaining to data privacy and HIPAA regulations.
Consistently utilize appropriate security measures when handling confidential or sensitive materials
Input and ensure the accuracy of data in and through state and federal databases, relating to missing/stolen property, persons, and Domestic Abuse No Contact Orders, Orders for Protection and Harassment, and other court records; and identifying characteristics of offenders, suspects and other related persons.
Demonstrate comprehensive understanding of complex matters that should be handled at their level and matters that need to be elevated to supervisory staff or other divisions.
Maintain a culture that nurtures exceptional customer service to internal and external customers.
Develop and maintain advanced working knowledge of records management systems and criminal justice databases and recommend process improvements as appropriate.
Assist Public Safety Administrative Specialist Lead in conducting training of new employees, while fostering an environment, which facilitates the Exceeding Expectations (professional, responsive, leaders) philosophy of the County.
Provide general office duties and assistance with special projects as assigned.
Maintain and process inmate valuable property, medications and any monetary funds of the inmate.
Responsible to initiate the release process of individuals. Verifying all requirements have been met and are accurate, verify the individual may be released to the public or to another agency. Contact agencies regarding transport. Responsible for the final release of offender.
Assist the warrants unit and the transport sergeant regarding individuals being held on a warrant or are ready for transport on a warrant. Gathering and maintaining information regarding warrants and extraditions for local and state warrants.
Responsible for e-filing warrants to court to ensure offender is processed correctly through the Judicial system. Cancelling warrants as appropriate to avoid false or duplicate arrests.
Work directly with Law Enforcement personnel, inmates, family members of inmates, attorneys of inmates.
Collect and maintain inmate records and documents regarding court, other law enforcement agencies, and other public safety partners; and collect money and issue receipts for services, and distributes funds from inmates and individuals to pay inmate debts, bail/fines, fees for Washington County and other agencies.
Create a daily deposit of bail/fines to be distributed to court administration.
Responsible for the preparation of service, calculation, collection and receipt of appropriate fees, record legal papers with various local, state and federal entities.
Ensure accuracy and maintenance of all Sheriff's Office Civil Records Management files.
Responsible for writs and levies, calculate and collect funds, ensure money is held in trust and agency accounts until writ or levy is satisfied, calculate final fees and distribute funds.
Research and verify mortgage and foreclosure documents; work with financial institutions and attorneys to assure documents are correct, notices of property sales are posted using the designated media tools, prepare certificates of redemptions and ensure redemption periods are in compliance with MN State Statutes, serve legal documents upon persons, calculate fees, collect fees, create invoices and issue refunds to appropriate parties.