Records Management Specialist

Bernalillo County•Albuquerque, NM

2d•Onsite

About The Position

The Records Management Specialist works under general supervision to perform administrative duties in support of a department. 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, auditing court documents and computer entries, and coordinating with courts, court personnel, and other agencies to support timely case processing. The position also maintains official documents and records, conducts research, prepares report drafts and evidentiary materials, coordinates court calendars and case notifications, and performs administrative tasks such as purchase requisitions, vendor quotes, and maintaining transaction, employee time, and budget records. Records must be maintained and disseminated in accordance with County, State, and Federal laws and retention policies. The position is performed indoors in a temperature-controlled environment on an even, typically dry surface. Work is primarily sedentary, with opportunities to stand and walk as needed. A post-offer medical examination and background investigation are required, along with compliance with County safety guidelines and assigned FEMA training. A valid New Mexico driver's license is required by the date of hire and must be maintained during employment.

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 one's own and others' workloads and to supervise and assign work to 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 computers and multi-line telephone systems.
Ability to type correspondence and reports with proper format, punctuation, spelling, and grammar; use reason and judgment; and organize and prioritize numerous tasks.
Successful completion of a post-offer employment medical examination and background investigation.
Adherence to County safety guidelines and completion of all FEMA training assigned to the position.
Possession of a valid New Mexico driver's license by the date of hire and maintenance of a valid license while employed.
Completion of required supervisor training, if applicable.

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, obtaining vendor quotes, and maintaining records of daily transactions, employee time, and budget expenditures.
Ensure records, files, 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 ensure 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.
Act 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.
Assign work to and, as needed, supervise clerical support staff.