Sheriff Records Clerk

Santa Fe County•Santa Fe, NM

About The Position

The Sheriff Records Clerk performs a variety of clerical functions, including processing forms, preparing reports, maintaining records, and responding to requests for information. The role works with members of the public, attorneys, courts, outside agencies, and other county personnel, and includes handling confidential matters and completing records-related requests accurately and promptly. Work is performed frequently in an office environment and occasionally outdoors in varied weather conditions, with possible exposure to dust, fumes, airborne particles, allergens, excessive noise, high-risk or potentially dangerous situations, and hostile individuals. Evening, holiday, and weekend work may be required. The employee must pass a County-paid pre-employment physical, drug/alcohol screening, and criminal background screening. Fingerprinting by the New Mexico Department of Public Safety is required, and employment is conditional pending results. The employee must possess and maintain a valid New Mexico Class D Driver’s License and obtain and maintain required certifications, including Defensive Driving certification within three months of hire.

Requirements

High school diploma or equivalent.
Obtain and maintain Defensive Driving certification within three months of hire.
Possess and maintain a valid New Mexico Class D Driver’s License.
Type accurately from plain copy at a minimum of 50 words per minute.
Knowledge of spelling, punctuation, grammar, basic math, modern office methods, and records management.
Ability to operate word-processing, spreadsheet, presentation, and database software, as well as copiers, scanners, and calculators.
Ability to prepare accurate, complete, and legible reports and communicate effectively verbally and in writing.
Ability to handle multiple projects and meet deadlines; establish and maintain working relationships with associates, other agency units, and the public; and perform clerical tasks rapidly and accurately.
Ability to plan and organize work, handle confidential matters, and manage stressful situations courteously and helpfully.
Ability to understand and carry out verbal and written instructions.
Pass a County-paid pre-employment physical and drug/alcohol screening, and a County-paid criminal background screening; undergo fingerprinting by the New Mexico Department of Public Safety, with employment conditional on the results.
Obtain and/or maintain all certifications required.

Responsibilities

Prepare, edit, and review correspondence, reports, invoices, and other documents, and compile readily accessible data.
Periodically perform a mail and document run in a county-owned and maintained vehicle.
Perform clerical duties including filing, key entry, and research to fulfill public requests for accident and incident reports.
Respond to discovery requests and communicate with attorneys, courts, and outside agencies as needed.
Process payments and prepare deposits.
Answer incoming telephone calls and greet visitors, determine the nature of their business, and respond or direct them to appropriate personnel.
Prepare and verify statistical reports, perform background checks, and process and complete DWI packets.
Review and process incoming paperwork and maintain logs and records, including records for arrests, citations, expungements, alarm permits, and tow liens.
Train new hires.
Assist with special assignments as necessary.