Records Technician (SO)

Jefferson County • Eschen, VA

1d • Onsite

About The Position

The Records Technician is responsible for performing a variety of clerical and data entry tasks in the collection, maintenance, and preservation of criminal justice records for the Jefferson County Sheriff's Office (JCSO). This role involves using computer-based data entry programs for patrol and investigation division reports, conducting specialized file retrieval, maintaining various files, and printing records and case reports. The technician will operate a CCIC/NCIC computer terminal and perform general office duties such as sending/receiving documents, preparing outgoing mail, answering telephones, fingerprinting the public, and processing public requests at the front counter. Senior-level employees will also handle court-ordered sealings, staff scheduling, validating CCIC/NCIC records, training new hires, CCIC/NCIC training, CCIC coordination, LexisNexis administration, and NIBRS training. The position requires reviewing incoming documentation, performing accurate and timely data entry into the records management system, and reviewing detention inmate documents to resolve issues. Other duties include scanning, assigning documents to case numbers, separating documents for filing/destruction, conducting customer service at the front counter, performing records research, processing record requests, calculating fees, and filing documents. The technician will also enter data into CCIC/NCIC databases, ensure data accuracy, assign entries to case numbers, ensure proper notification of recoveries, fingerprint the public, process concealed handgun permits, and process mandatory NIBRS reports. Validation of NCIC/CCIC records, interaction with various court and law enforcement personnel, and using special systems access for sealed information are also key aspects. Senior roles include serving as CCIC Coordinator, LexisNexis Administrator, and CCIC/NIBRS trainer, which involves extensive training and overseeing entries and phone interactions, as well as training new hires on all departmental duties and procedures.

Requirements

• GED, High School Diploma
• Minimum one year Work Experience
• Certification in use of Colorado Crime Information Center and National Crime Information Center within one year of date of hire
• Complete Criminal Justice Records Act (CJRA) training and maintain proficiency through continuing education

Nice To Haves

• General customer service and administrative experience
• Experience in a law enforcement environment

Responsibilities

• Perform a variety of clerical and data entry tasks in the collection, maintenance, and preservation of criminal justice records for the Jefferson County Sheriff's Office (JCSO)
• Use computer-based data entry programs to enter data from patrol and investigation division reports
• Conduct specialized file retrieval
• Maintain a variety of files
• Print records and case reports
• Operate CCIC/NCIC computer terminal
• Perform general office duties, such as sending and receiving documents, preparing outgoing mail, answering telephone, fingerprinting the public, and processing various public requests via the front counter
• Perform functions related to court ordered sealings (senior-level employees)
• Perform staff scheduling (senior-level employees)
• Validate CCIC/NCIC records (senior-level employees)
• Train new hires (senior-level employees)
• Provide CCIC/NCIC training (senior-level employees)
• Perform CCIC coordination (senior-level employees)
• Perform LexisNexis administration (senior-level employees)
• Provide NIBRS training (senior-level employees)
• Review all incoming documentation from the department for processing; identify issues and send correction notices
• Perform data entry in the records management system
• Ensure data is accurate and entered in a timely manner
• Review all detentions inmate documents; research and identify and resolve issues
• Scan all documents
• Assign documents to correct case numbers
• Separate documents for filing and appropriate destruction or retention
• Conduct customer service duties and responsibilities for the front counter on a daily basis
• Perform records research
• Process record requests from customers; calculate fees for various records requests
• File documents
• Answer telephone and direct calls to the appropriate place
• Enter data in CCIC/NCIC databases
• Ensure data is accurate and entered in a timely manner (for CCIC/NCIC)
• Assign entries to correct case numbers (for CCIC/NCIC)
• Ensure proper notification of recoveries
• Fingerprint the public
• Determine accuracy and acceptability of prints
• Process concealed handgun permits
• Process mandatory NIBRS reports; ensure records are corrected and submitted to CBI per established deadlines
• Validate NCIC/CCIC records by comparing the original entry with all current documents, to ensure accuracy and that the entry is still required
• Notify sworn personnel of hearing dates and times pertaining to court ordered sealings
• Interact with court clerks, warrants personnel, lab personnel, evidence personnel, general public and judges
• Use special systems access to change, alter and/or delete sealed information in all databases and files
• Serve as CCIC Coordinator
• Serve as LexisNexis Administrator
• Serve as CCIC and NIBRS trainer
• Complete CCIC/NCIC training, including one month of consistent training on the CCIC/NCIC terminal
• Oversee all entries and phone interactions
• Train new hires in all required duties of the records department, such as data entry in the JCSO records management system, scanning, filing, answering phones, office procedures and office equipment
• Provide general tours of the building (as part of new hire training)
• Other duties and responsibilities as assigned

Benefits

• dental insurance
• medical insurance
• vision insurance
• paid time off
• holidays
• retirement matching
• wellness programs
• tuition reimbursement
• A wide variety of great benefit opportunities helps you maintain a healthy lifestyle in balance with a generous leave & holiday schedule

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees