Records Management Specialist

Bernalillo County•Albuquerque, NM

3d•Onsite

About The Position

The Records Management Specialist works under general supervision to perform administrative duties in support of the Bernalillo County Sheriff's Office. The role assists with directing, assigning, and developing procedures related to department or County operations, and may assign work to and supervise clerical staff. It supports the Warrants Data Entry Section by processing and maintaining warrant and report data, preserving official records, coordinating with court offices and other agencies, and helping ensure court cases are processed and scheduled effectively. The position performs its essential duties indoors in a temperature-controlled environment, generally on a dry, even surface that may be carpeted or tiled. Work is primarily sedentary, with opportunities to stand or walk during the day. The role uses standard office equipment and requires occasional bending, twisting, crouching, and kneeling, as well as the ability to use hands and eyes to operate equipment. Employment requires successful completion of a post-offer medical examination and background investigation, adherence to County safety guidelines, completion of assigned FEMA training, and possession and maintenance of a valid New Mexico driver's license. Required supervisor training must be completed if applicable. The posting lists a 9-month probation hourly rate of $20.36 and a union hourly rate of $20.77.

Requirements

Associate's degree in a related field, or an equivalent combination of related education and/or experience.
Two years of experience in business, office, or clerical administration, or an equivalent combination of related education and/or experience.
Experience maintaining, recording, and filing legal documents.
Ability to interact with other County departments and other jurisdictions.
Skill in standard office procedures and operations, including scheduling appointments, processing mail, drafting correspondence, proofreading, and word processing.
Ability to analyze documents and issues and summarize them accurately, orally and in writing.
Ability to organize, coordinate, and prioritize workload for oneself and others, and to supervise and assign work to other staff.
Knowledge and skills related to equipment and procedures used in the Warrants Data Entry Section.
Ability to interact effectively and professionally with the public, supervisors, and coworkers.
Ability to operate standard office machines, including a computer and multi-line telephone system.
Ability to type correspondence and reports with appropriate format, punctuation, spelling, and grammar, and to use reason and judgment in performing duties.
Successful completion of a post-offer employment medical examination and background investigation.
Possession of a valid New Mexico driver's license by the date of hire and maintenance of a valid license while employed.
Ability to perform the stated physical functions, including occasional bending, twisting, crouching, and kneeling, and use of hands and eyes to operate equipment.

Responsibilities

Direct assigned personnel in the proper handling, processing, and maintenance of warrants and report data received by the Warrants Data Entry Section.
Audit court documents and computer entries to ensure accuracy.
Process, code, and enter warrant and report data into the computer system.
Verify and retrieve original warrants for confirmation and service.
Establish and maintain official documents and internal records in appropriate manual and computer files.
Perform administrative duties, including coordinating purchase requisitions, securing vendor quotes, and maintaining records of daily transactions, employee time, and budget expenditures.
Ensure records and official documents are maintained and disseminated in accordance with County, State, and Federal laws and records-retention policies and procedures.
Research available resources to enhance report and warrant entry information, and prepare drafts of special reports as assigned.
Work with court offices and personnel to support timely and effective processing of court cases.
Review and prepare evidentiary materials for courts, maintain court docket calendars, copy documentation, and gather and disseminate case information to appropriate officials.
Serve as a liaison between the department, courts, and other agencies in support of the courts.
Ensure each case is scheduled or rescheduled and that all parties are notified.
May supervise clerical support staff.
Type correspondence and reports with proper format, punctuation, spelling, and grammar; use reason and judgment; and organize and prioritize tasks.
Complete assigned FEMA training, adhere to County safety guidelines, and complete supervisor training if applicable.