Public Service Specialist - Records

Public Service Specialist - Records Salary $23.07 - $32.34 Hourly Location Sherburne County Government Center, 13880 Business Center Drive NW, Elk River 55330-1692, MN Job Type Full Time Job Number 2026-01741 Department Sheriff Opening Date 07/22/2026 Closing Date 8/9/2026 11:59 PM Central DescriptionBenefitsQuestions Job Summary Properly process and maintain accurate records of arrest warrants for all law enforcement agencies within Sherburne County. Prepare, distribute and data entry into the Sherburne County records management system, state and national database. To maintain a current and accurate records keeping system for the sheriff’s office which meets the standards set forth by the Minnesota Criminal Justice Reporting System and department policy. Qualification Requirements Essential Duties and Responsibilities To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Essential Duties And Responsibilities The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Properly receive, record, and process all adult and juvenile arrest warrants and maintain accurate records. Code, enter, and track warrants via computer in the Sheriff’s records management system, Minnesota Criminal Justice Information System and the National Crime Information Center. Verify warrant data to include spellings, addresses and personal information on subject through confidential databases to ensure proper service of warrant. Distribute warrant to appropriate agencies. Receive, receipt, disburse, and track all bail and fine monies to correct authorities upon service of warrant and court appearances. Review and validate weekly reports from court administration. Review and validate monthly reports from the Bureau of Criminal Apprehension to maintain the integrity of the warrant data. Validate all action from jail master control and dispatch personnel pertaining to the activity and clearance of a warrant after business hours. Process proper paperwork to place detainers for individuals in other jurisdictions and correctional facilities. Liaison to master control and records personnel in implementing new updates and procedures for the sheriff’s records management system and State of Minnesota computer systems pertaining to data entry of warrants. Compile, scan, attach, and read data from officer and investigative reports. Classify crimes as to severity levels to be entered into the Sheriff’s computerized records management system and the Minnesota Criminal Justice Record System. Receive and process all data requests in a timely manner in accordance with Data Privacy guidelines set forth by the State of Minnesota. Verify data on citations to be submitted electronically through the Bureau of Criminal Apprehension and the Minnesota State Court System. Prepare records for distribution to court administration, county attorney, and Health and Human Services, state agencies, other law enforcement agencies along with areas within the Sheriff's Office. Process court dispositions, complaints and orders of detention received from court administration pertaining to arrest data. Receipt all monies taken in through the records department, thorough knowledge of accounting procedures of the department. Process dangerous/potentially dangerous dog registrations. All paperwork to be completed according to Minnesota State Statutes. Review and validate monthly reports from the Bureau of Criminal Apprehension for status and accuracy of stolen property. Provide technical support to other office personnel in entering data into the Sheriff’s records management system. Provide backup duties upon their absence. Provide records duties in the absence of the Records Supervisor to include but not limited to weekly newsletters, monthly reporting to Supplemental Reporting System of the Bureau of Criminal Apprehension, background checks for Health and Human Services. Data privacy issues. Update and scan data into archived files. Develop and maintain respectful and cooperative working relationships. Regular and reliable attendance according to the department’s work schedule. Knowledge, Skills And Abilities Required Thorough knowledge of standard office practices, procedures, and techniques. Thorough knowledge of business English, spelling, grammar, punctuation, and sentence structure. Thorough knowledge of and proficiency in MS Office products or comparable office programs, word processing, spreadsheet, and some database knowledge. Thorough knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders, and department/division specific equipment. Thorough knowledge of department requirements, policies, procedures, rules, laws, etc. Thorough knowledge of department specific programs. General knowledge of unique or specialized terminology specific to department/division operations. General knowledge of basic bookkeeping or accounting. Ability to establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County Departments/Divisions, clients/customers, outside agencies and the general public. Ability to recognize, assess and address difficult situations. conflicts or problems in an effective and timely manner. Ability to analyze, research and interpret complex documents, information, policies, and procedures. Ability to prepare and comprehend complex documents, correspondence, information, and reports. Ability to analyze and resolve problems. Ability to make minor decisions using standardized practices. Ability to follow and understand advanced oral and written instructions. Ability to work independently and work effectively as a member of a team and deal with people in an effective and timely manner. Minimum Qualifications High School Diploma or GED ANDOne year of post-secondary education and two years of experience providing administrative support in customer service, government office, or similar office environment; ORFour years of experience providing administrative support in customer service, government office, or similar office environment.Work in related government agency is preferred. Current BCA/CJIS certification is preferred for this position. Must be proficient in clerical skills, office procedures. Ability to type 65 words per minute. Must complete Minnesota Justice Information Services certification, full access within 6 months and re-certify every two years to do job duties. Must complete Criminal Justice Information System, security awareness training within 6 months and renew every two years. Must complete Bureau of Criminal Apprehension Driver Vehicle System access certification within 6 months and re-certify every two years. Must complete Comprehensive Incident Based Reporting System certification within 6 months and re-certify every two years. Must complete Criminal Justice Record System training. Must qualify under the selection procedures set forth at time of hiring. Sherburne County Offers a Comprehensive Benefits Package, Including Medical (employee, employee + spouse, employee + child(ren), or family coverage). Monthly premiums for Employee only coverage are covered 100% by the county.County Contributions to VEBA and HSA plansEmployer paid $25,000 Term Life Policy Optional Benefits:Dental InsuranceVision InsuranceAdditional Supplemental Life Insurance for self, spouse and child(ren)Short-Term DisabilityLong-Term DisabilityFlexible Spending Accounts (Health Care Reimbursement and/or Dependent Care Reimbursement Account)Accident InsuranceCritical Illness InsuranceHospital Care InsuranceDeferred Compensation PlanTuition ReimbursementAnnual Paid Time Off accrual of 21 days to start, increasing up to a maximum of 33 days per year.12 paid holidaysPaid Parental LeaveOn-Site Well@Work Clinic available to Sherburne County Employees and Dependents covered under our plan.Employee Assistance Program (EAP)Public Employees Retirement (PERA):Part-Time employees working less than 30 hours per week, Seasonal, Temporary and Interns are not eligible for benefits. 01 Please Select Your Highest Level Of Education High School Diploma or equivalentSome CollegeProfessional/Technical Certificate ProgramAssociate DegreeBachelor's Degree or higher 02 Do you have a minimum of 2 years office experience or an equivalent combination of education and experience to perform the duties and responsibilities as described in the job description? YesNo 03 Is the office experience listed above law enforcement related? YesNo 04 If you answered yes to the above question, in which of the following settings did you gain your experience? If you answered "No" to the above question, please select NA. Attorney's OfficeCourt AdministrationLaw EnforcementProbation or Department of CorrectionsNANone of the Above (other) 05 How many years of experience do you have handling sensitive/confidential information, adhering to data privacy and HIPPA regulations? Less than 1 year of experience1 to 2 years of experience2 to 3 years of experience3 to 4 years of experienceMore than 4 years of experienceNo experience 06 Describe your experience as indicated in the previous question, including name of employer, duration of employment, databases utilized and completed tasks. 07 Within the last 5 years only, which of the following databases have you utilized in a position you held for at least one year on a full-time basis? Check all that apply. Minnesota Government Access (MGA)MyBCA Certification(s)Odyssey File and ServeSharePointNo Experience 08 Within the last 5 years only, which of the following job duties have you performed in a professional capacity in a position that you held for at least one year on a full-time basis? Check all that apply. Entered information into a data management system.Provided administrative support to multiple staff members, managers, and supervisors.Experience delegating tasks to co-workers, verifying accuracy and completion.Assessed fees, accepted payments, and completed deposits either to a bank or auditor/treasurer.Established, organized, and maintained an electronic filing system.Created forms: including writing and updating procedures or instructions for using forms.Provided customer service or assisted the public with questions either by direct contact or via telephone.Coordinated with other agencies, departments, or organizations to complete a specific task for your employer.Compile data and run reports.Processing law enforcement or court forms and/or reports.No Experience 09 Veterans' Preference: Veterans preference points are awarded to qualified veterans and spouses of deceased or disabled veterans and are added to the exam results. Points are awarded subject to the provisions of Minnesota Statutes 197.455. YOU MUST SUPPLY A COPY OF YOUR DD214 (Member Copy 4). Disabled veterans must also supply a Summary of Benefits Letter from the United States Department of Veterans Affairs or an equivalent letter from a service retirement board. Spouses applying for preference points must supply their marriage certificate, the veteran's DD214, and Summary of Benefits Letter from USDVAFL or death certificate. All required documentation must be received no later than 4:30 p.m. on the posted closing date. Are you applying for veteran's preference points? NOYES - veteran who served on active duty 181 or more consecutive days and received an honorable discharge - see MN Stat 197.447YES - veteran who served on active duty 181 or more consecutive days and received an honorable discharge and has a service connected disabilityYes - spouse of a veteran who served on active duty 181 or more consecutive days and received an honorable discharge and has a service connected disability (the Veteran must also be qualified to apply for the position but their service connected disability restricts them from applying for or performing the job duties).YES - spouse of a deceased veteran who served on active duty 181 or more consecutive days and received an honorable discharge and had a service connected disability 10 I affirm that the information provided is accurate and true to the best of my knowledge. I understand that any falsification may disqualify me for consideration for this and subsequent recruitments with Sherburne County for up to three years. YesNo 11 If, during or after your interview, Sherburne County determines that you have been convicted of a misdemeanor, gross misdemeanor or felony for which a jail sentence was or could have been imposed, you may be disqualified from this position by operation of law or county policy. I have read and understand this statement. YesNo Required Question Employer Sherburne County Address Sherburne County Government Center 13880 Business Center Drive NW Elk River, Minnesota, 55330-1692 Phone 763-765-3001 Website http://www.co.sherburne.mn.us