Sheriff's Records Specialist I/II

County of Shasta•Redding, CA

2d•Onsite

About The Position

The Sheriff's Office is organized into five divisions: Custody, Services, Enforcement, Investigations, and Coroner. The Custody Division includes the County Jail, the Annex Work Facility, and the Court Transportation facilities. The purpose of the jail is to incarcerate offenders while providing basic medical care for county, state, out-of-county, and federal prisoners who are ineligible to be assigned to alternative custody programs. The jail is a maximum-security facility that houses both pre-sentenced and sentenced persons. The Services Division includes the local Office of Emergency Services, Personnel and Hiring, Background Unit, Internal Affairs, and Records Unit. The Enforcement Division handles all patrol-related matters. The Enforcement Division is responsible for municipal law enforcement services within the City of Shasta Lake. The Animal Regulation Unit is also under the Enforcement Division of the Sheriff’s Office. The Investigations Division includes the Major Crimes Unit, Crime Lab, Shasta Interagency Narcotics Taskforce (SINTF), Marijuana Eradication Team (MET), and the AB109 Compliance Team. The Major Crimes Unit augments patrol and investigates property crimes, crimes against people including homicide and sexual assault, and other in-depth investigations. The other units such as SINTF, MET, and the AB 109 Compliance Team augment the Major Crimes Unit along with handling drug-related offenses, probation offenses, parole offenses, and other investigations, as assigned. The Sheriff is also the County Coroner; therefore, the Coroner’s Division is responsible for investigating sudden, violent, unusual, and unexpected deaths when the decedent has not been recently seen by a physician. The Coroner’s Division is commanded by a Lieutenant who serves as the agency’s Chief Deputy Coroner. Sheriff’s Records Specialist I: Under immediate supervision, learns and performs a variety of specialized clerical tasks involving the processing of warrants, jail bookings, crime reports, and other related matters; provides information to law enforcement personnel and the public; and to perform other duties as assigned. Sheriff’s Records Specialist II: Under general supervision, performs a variety of specialized clerical tasks involving the processing of warrants, jail bookings, crime reports and related matters, provides information to law enforcement personnel and the general public; and to perform other duties as assigned.

Requirements

One (1) year of clerical experience involving record keeping functions (for Sheriff's Record Specialist I).
Two (2) years of responsible clerical experience involving legal terminology or record keeping functions equivalent to a Sheriff’s Records Specialist I with Shasta County (for Sheriff's Record Specialist II).
Knowledge of modern office practices, methods, procedures, and automated systems.
Knowledge of English grammar, vocabulary, spelling, and punctuation.
Knowledge of alpha/numeric filing systems.
Ability to write legibly.
Ability to maintain confidentiality of sensitive records, documents, and information.
Ability to communicate clearly and concisely by telephone, in person, and in writing.
Ability to follow oral and written directions and instructions.
Ability to independently prioritize workload and exercise initiative in performing work assignments.
Ability to exercise tact and assertiveness in interpersonal relationships.
Ability to maintain accurate records.
Ability to receive and account for fees.
Ability to learn civil, criminal, juvenile, and other statutes governing court.
Ability to learn the legal terminology and forms utilized by the Superior Court and various County departments.
Ability to learn and perform a variety of specialized clerical tasks involving the processing of warrants, jail bookings, crime reports, and other related matters.
Ability to provide information to law enforcement personnel and the public.
Ability to receive and examine different types of documents for completeness, accuracy, and compliance with department and legal requirements.
Ability to enter and verify statistical data on computer.
Ability to enter, verify, and retrieve data and information using the California Law Enforcement Telecommunications System (CLETS) terminal.
Ability to check Department of Motor Vehicles (DMV) records for both the individual and the vehicle as requested by deputies.
Ability to file a variety of forms, records, documents and correspondence.
Ability to input records and documents into computer systems using scanning devices.
Ability to complete written requests for information from other authorized agencies.
Ability to research written information for background investigations to assist authorized agencies.
Ability to make change, write receipts, and balance sales and receipts at end of day.
Ability to use a keyboard to enter, access, retrieve, update, and change information from several different automated systems.
Ability to check and issue subpoenas, summonses, writs of execution, possession attachments, seizures of property, and similar documents.
Knowledge of laws regarding release of records, regulations and policies that impacts the Division's work.
Ability to operate standard office machines (computers, copier, paper shredder, typewriter, calculator), telecommunications equipment, microfilm equipment, photo imaging equipment, fingerprinting equipment, and various printers, and computer scanning equipment.
Must obtain a California Peace Officer Standards and Training Certificate of Completion for the forty (40) hour “Records” course within the first year of employment.

Nice To Haves

Experience involving legal terminology, banking, or record keeping functions.

Responsibilities

Processing of warrants, jail bookings, crime reports, and other related matters.
Providing information to law enforcement personnel and the public.
Receiving and examining different types of documents for completeness, accuracy, and compliance with department and legal requirements.
Entering and verifying statistical data on computer.
Entering, verifying, and retrieving data and information using the California Law Enforcement Telecommunications System (CLETS) terminal.
Receiving reports of stolen vehicles, missing persons, stolen or lost property, repossessions, and restraining orders; entering into the CLETS and the National Crime Information Center (NCIC) systems.
Confirming and processing various warrants.
Distributing general and confidential information verbally and in writing.
Providing assistance to the public in person, via telephone or correspondence.
Checking Department of Motor Vehicles (DMV) records for both the individual and the vehicle as requested by deputies.
Filing a variety of forms, records, documents and correspondence.
Distributing crime reports.
Inputting records and documents into computer systems using scanning devices.
Completing written requests for information from other authorized agencies.
Researching written information for background investigations to assist authorized agencies.
Receiving money for report and vehicle release fees; making change, writing receipts, balancing sales and receipts at end of day.
Using a keyboard to enter, access, retrieve, update, and change information from several different automated systems.
Checking and issuing subpoenas, summonses, writs of execution, possession attachments, seizures of property, and similar documents.
Operating standard office machines (computers, copier, paper shredder, typewriter, calculator), telecommunications equipment, microfilm equipment, photo imaging equipment, fingerprinting equipment, and various printers, and computer scanning equipment.