Records Clerk Jobs

PURPOSE OF POSITION: To assist the Data Records Coordinator in the functions of the Records Unit at his/her direction to include intake, maintenance, and distribution of law enforcement data. To perform data entry, modification, cancellation, and retrieval duties.

WORK PERFORMED/JOB FUNCTIONS: This position supports the Sheriff and the Cass County Sheriff’s Office administration through the management of administrative Records Unit functions associated with updating, retrieving, archiving, submitting, and closing records maintained by the Cass County Sheriff’s Office in a timely and accurate manner. Retrieves and prepares time-sensitive law enforcement records and digital evidence imperative for making proper judicial determination for other law enforcement agencies, defense attorneys, the County Attorney’s Office, DOC Probation agents, and the Health, Human, and Veteran Services Office. Prepares and electronically files various records to the appropriate State and Federal Agencies as required by law, regulations and policies. Monitors and retrieves forensic laboratory, Medical Examiner, and motor vehicle accident reports to attach to agency cases. Transcribes time-sensitive audio recordings maintained by the Sheriff’s Office for use by the County Attorney’s Office. Completes criminal history and background checks for the County Attorney’s Office, liquor licensing, gun/explosive permits, and position specific employment within the county. Maintains and orders office supplies and equipment for the Sheriff’s Office. Communicates with individuals and insurance agencies to validate continued accuracy of record status for stolen property and missing persons entered in the National Crime Information Center. Fulfills daily requests for data and records made via fax, phone, email, and in person by the public as well as insurance agencies, advocacy groups, legal representatives, and State/Federal agencies, making required redactions to records of private, confidential, or sensitive data in accordance with State and Federal Data Practice laws. Interacts with and assists the public, other agencies and officers who come to the Cass County Sheriff’s Office or call in with questions and/or concerns. Assists the Data Records Coordinator with adding/removing personnel access to State and Federal law enforcement systems and corresponding with vendors to diagnose and resolve software and hardware problems. Performs other related duties as required. May be required to work weekends or overtime to complete time-sensitive duties.

This position is responsible for cross-training to cover Predatory Offender Registry notifications/updates, civil processes, ensuring warrants are entered or cleared, and all other aspects of the Records Unit. In the absence of the Data Records Coordinator, this position will process evidence to include intake, ensure accurate recording of both physical and digital chain of custody for evidence, and testify in court for evidence chain of custody, as needed.

KNOWLEDGE, SKILLS AND ABILITIES: Requires a thorough knowledge of the Federal and State Data Practices laws, Data Retention Policies, and the Criminal Justice System on a local, state and federal level. Requires a working knowledge of the Civil Process Division, Warrant Division, and Predatory Offender Registry regulations. Requires an exceptional ability to interact with a broad range of individuals on complex, sensitive and often confidential cases, including the public, law enforcement officers, attorneys, victims, witnesses, and peers. Requires an extensive working knowledge of data entry operation into a records management system, the CJIS State and NCIC Federal computer networking systems. Requires learning the use of multiple specialized computer programs that will be required to provide effective assistance to staff and individuals requesting information. Requires the ability to maintain an appropriate record filing system for the Cass County Sheriff’s Office and other law enforcement agencies within Cass County. Daily contact with Cass County Sheriff’s Office personnel, which may include the Sheriff, Chief Deputy, deputies, dispatchers, records, and office personnel. Daily contact with members of the public. Daily/occasional contact with personnel from other law enforcement agencies. Occasional contact with representatives of state and federal agencies, vendors and repair personnel.

MINIMUM TRAINING, EXPERIENCE OR CERTIFICATIONS: Must have knowledge and familiarity with computers and relevant software, as well as other essential office equipment. Must be a United States Citizen. Must have no Felony convictions. Requires a high school diploma or its equivalent. Must be able to type 50 words per minute. This position shall be filled in accordance with civil service rules and regulations. Must possess a valid Driver’s License.

PHYSICAL EFFORT: Light physical effort occasionally required for file storage duties to lift up to 50 pounds, with reasonable accommodations available. Duties are performed in an office environment. The nature of the work often requires long periods of sitting and performing repetitive motions such as typing.

HOURLY RATE - $22.11 - $28.91

CLOSING DATE: Friday, April 28, 2023 @ 4:30 PM

Cass County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.