Records Specialist

Hamilton County Sheriff''s Office•Chattanooga TN 37343, TN

4d•Onsite

About The Position

Under general supervision, maintains the accuracy and completeness of legal records for the Sheriff’s Office; creates, organizes, maintains and updates records; researches new and current methods of record keeping and storage; performs general clerical duties, and performs related duties as assigned. The Records Specialist organizes, establishes and maintains record keeping systems for correspondence, documents, materials or records for an administrative function. They set up physical and computer files by numerical, alphabet or other method. They record or log incoming information and follow up on missing or incomplete information. They ensure accurate records and materials are filed properly. They research information in files and update with changes. They provide general clerical support to assigned division. They type general correspondence and reports and perform data entry tasks in support of the overall administrative responsibility of the assigned organizational unit. They receive and screen telephone calls and visitors. They assist visitors or callers by answering questions or providing information. They determine when referral is appropriate. They interact with other departments and the general public to complete assigned work or provide information and assistance. They authorize admissions and release of inmates based on established procedures. They compute inmate release dates. They organize and maintain a variety of records requiring classification and compilation of varied information. They assure duties of employee assigned are as prescribed by law and the policies and procedures of the Sheriff's Office; assist management with the administration and coordination of staff activities and schedules; identify and recommend supplies, materials, and other needs of the division; identify and recommend methods to improve management and operation of the division; assist in the daily operation of the division.

Requirements

High school diploma or GED
Four (4) years of full time office work experience
Experience working with computerized records management
Experience with file and records maintenance
Experience with public contact
Keyboard experience
Knowledge of records management principles, practices and methods.
Knowledge of Sheriff’s Office programs, organization, and operation relative to assigned work.
Knowledge of policies and procedures affecting assigned work.
Knowledge of legal terminology and assigned division processes and procedures.
Knowledge of standard office practices, principles and methods.
Skill in organizing and maintaining records, files and computerized documents.
Skill in the use of a personal computer and related software to include Word, Excel and PowerPoint.
Skill in verbal and written communication.
Skill in establishing and maintaining cooperative working relationships with employees, other related agencies and representatives, law enforcement, inmates, their families, interested parties and the public.
Skill in reviewing and assessing documents for completeness and compliance with requirements.

Responsibilities

Organizes, establishes and maintains record keeping systems for correspondence, documents, materials or records for an administrative function.
Sets up physical and computer files by numerical, alphabet or other method.
Records or logs incoming information and follows up on missing or incomplete information.
Ensures accurate records and materials are filed properly.
Researches information in files and update with changes.
Provides general clerical support to assigned division.
Types general correspondence and reports and performs data entry tasks in support of the overall administrative responsibility of the assigned organizational unit.
Receives and screens telephone calls and visitors.
Assists visitor or call by answering questions or providing information.
Determines when referral is appropriate.
Interacts with other departments and the general public to complete assigned work or provide information and assistance.
Authorizes admissions and release of inmates based on established procedures.
Computes inmate release dates.
Organizes and maintains a variety of records requiring classification and compilation of varied information.
Assures duties of employee assigned are as prescribed by law and the policies and procedures of the Sheriff's Office; assists management with the administration and coordination of staff activities and schedules; identifies and recommends supplies, materials, and other needs of the division; identifies and recommends methods to improve management and operation of the division; assists in the daily operation of the division.