Records Clerk Sheriff's Administration

General Summary:

Acts as Record Clerk and Custodian of Records to insure accurate clerical and /or record keeping within the specifications of Brazos County and Texas State Library Archives Commission. Has frequent contact with other departmental employees and the general public. May have contact with other county departments with other local agencies or with state or federal agencies. Work is performed under general to no supervision with latitude for the exercise of independent judgment. Duties include performing clerical work requiring application of various complex work methods and procedures familiarity with laws and regulations controlling the employing department and with departmental functions policies and procedures.

Essential Duties:

Performs any combination of the following duties according to specific departmental and legislative guidelines:

Proficient in: personal computer operation with software systems for word processing data base and spreadsheet applications. Generally accepted office procedures and practices including pertinent record-retention and record-keeping systems; generally accepted format/style/standards for correspondence reports forms memoranda etc. Adept at performing different tasks or projects concurrently communicate verbally and in writing in a clear concise and informative manner maintaining high confidentiality of sensitive information operating a personal computer with multiple software systems and other standard office equipment organizes own work and performing work independently with little or no supervision. Develop and maintain up to date status of hard copy and computer files and provide readily accessible documents and data.

Performs complex technical and administrative and analytical functions in the acquisition and evaluation of investigative information contained in criminal investigative reports. Analyzes evaluates and researches information utilized in criminal law enforcement reporting information systems. Performs discretionary functions to access changes made within investigative reports; Prepares and types correspondence and reports maintains logs manual and automated files. Responds to general inquires and performs all other general office support work.

Analyzes existing processes and procedures for efficiency and effectiveness with relationship to statutory requirements. Creates rational databases as needed to analyze create queries and reports from data imported from various systems in The Software Group (TSG) and Uniform Crime Reporting (UCR). Designs and implements new or revised methodologies that effectively meet the needs of TSG and UCR. Performs related duties as assigned.

Prepares monthly reports for Federal and State Agencies as well as for local entities. Responsible for keeping and maintaining files within accordance with local government records control schedules. Responsible for maintaining up to date information pertaining to the rules and regulations of records within the records management systems.

Greet visitors and refer them to appropriate agency personnel services and/or resources of other organizations. Responds to routine inquiries and provides general information regarding rules policies and procedures to obtain open records request for incident/offense reports and police records.

Checks analyzes and classifies or alphabetizes records conducting limited research when necessary. Receives and issues receipts for payment for record checks open records requests certified letters etc. and indexes records and information.

Responsible for filing information in established files remove files upon request and match with reports correspondence etc.

Responsible for the filing and scanning of records into appropriate imaging programs TSG Laserfiche and other applicable computer database systems.

Other Duties as assigned.

Supervision

Received:

From County Sheriff

Given:

This is a non-supervisory position

Education

Required:

High School graduate or its equivalent.

Preferred:

Experience

Required:

At least six months experience in clerical work or any equivalent combination of experience and training which provide the required knowledge skills and abilities.

Preferred:

Certificates Licenses Registrations

Required:

May be required to be bondable.

Preferred:

Physical Demands

Typical:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel; reach with hands and arms; bend and kneel; and talk and hear. The employee frequently is required to stand and walk. The employee must frequently lift and/or move objects weighing up to 20 pounds such as books stacks of records or other similar objects. Specific vision abilities required by this job include close vision and ability to adjust focus.

Knowledge Skills & Abilities

Typical:

Working knowledge of Microsoft Word and Excel. Working knowledge of business English spelling and basic math; office practices and procedures and departmental rules and regulation. Ability to understand and carry out oral and written instructions and to request clarification when needed. Ability to meet the public well and to deal effectively with their questions or problems and seeking assistance when needed. Ability to establish and maintain effective working relationships with co-workers and employees and officials in other departments. Act as receptionist or telephone switchboard operator or as a back up.

Knowledge of applicable agency services policies procedures and operational units. Proficient with telephone switchboard console and of record retention and records keeping systems. Ability to schedule/prioritize tasks to provide effective and accurate processing of information under conditions involving considerable telephone and public interruptions and distractions and to address the public professionally with tact diplomacy and courtesy.

Work Environment

Typical:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate but may be noisy or distracting. The employee is constantly required to perform multiple tasks simultaneously and to work closely with others a part of a team. The employee is frequently required to work under time pressures to meet deadlines.