Records Technician (SO)

Jefferson County CO•Golden, CO

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 to enter data from 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 and receiving documents, preparing outgoing mail, answering telephones, fingerprinting the public, and processing public requests via 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 all incoming documentation for processing, identifying issues, and sending correction notices. Data entry into the records management system must be accurate and timely. The technician will review detention inmate documents, research and resolve issues, scan and assign documents to correct case numbers, and manage document filing, destruction, or retention. Customer service duties at the front counter are performed daily, including records research, processing record requests, and calculating fees. The role also involves entering data into CCIC/NCIC databases, ensuring accuracy and timely entry, assigning entries to correct case numbers, and ensuring proper notification of recoveries. Fingerprinting the public, determining print accuracy, and processing concealed handgun permits are also key functions. Mandatory NIBRS reports must be processed, corrected, and submitted to CBI by deadlines. Validation of NCIC/CCIC records involves comparing original entries with current documents for accuracy and necessity. The technician will notify sworn personnel of hearing dates for court-ordered sealings and interact with various legal and public personnel. Special systems access is used to manage sealed information in databases and files. Senior roles include serving as CCIC Coordinator, LexisNexis Administrator, and CCIC and NIBRS trainer, which involves one month of consistent training on the CCIC/NCIC terminal and overseeing entries and phone interactions. Training new hires in all records department duties, including data entry, scanning, filing, phone answering, office procedures, and equipment, along with general building tours, is also part of the role.

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.
Use computer-based data entry programs to enter data from patrol and investigation division reports.
Conduct specialized file retrieval and maintain various files.
Print records and case reports.
Operate CCIC/NCIC computer terminal.
Perform general office duties including sending/receiving documents, preparing outgoing mail, and answering telephones.
Fingerprint the public and determine accuracy and acceptability of prints.
Process various public requests via the front counter, including records research and calculating fees for requests.
Review all incoming documentation, identify issues, and send correction notices.
Perform accurate and timely data entry in the records management system.
Review all detentions inmate documents, research, identify, resolve issues.
Scan documents and assign them to correct case numbers.
Separate documents for filing and appropriate destruction or retention.
Enter data in CCIC/NCIC databases, ensuring accuracy, timeliness, and proper notification of recoveries.
Assign entries to correct case numbers in CCIC/NCIC databases.
Process concealed handgun permits.
Process mandatory NIBRS reports, ensuring corrections and submission to CBI per deadlines.
Validate NCIC/CCIC records by comparing original entries with current documents for accuracy and necessity.
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, LexisNexis Administrator, and CCIC and NIBRS trainer (for senior-level employees).
Complete one month of consistent CCIC/NCIC training on the terminal and oversee entries and phone interactions.
Train new hires in all required duties of the records department, including data entry, scanning, filing, phone answering, office procedures, and equipment, potentially including general building tours.
Perform other duties and responsibilities as assigned.