Public Service Specialist - Records

Location: Sherburne County Government Center, 13880 Business Center Drive NW, Elk River, MN 55330-1692

Job Type: Full Time

About the role

Properly process and maintain accurate records of arrest warrants for all law enforcement agencies within Sherburne County. Prepare, distribute, and perform data entry into the Sherburne County records management system, state, and national databases. Maintain a current and accurate records-keeping system for the sheriff’s office that meets the standards set forth by the Minnesota Criminal Justice Reporting System and department policy.

Responsibilities

• 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, including spellings, addresses, and personal information on subjects through confidential databases to ensure proper service of warrants.
• Distribute warrants to appropriate agencies.
• Receive, receipt, disburse, and track all bail and fine monies to correct authorities upon service of warrants 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 warrant data.
• Validate all actions from jail master control and dispatch personnel pertaining to the activity and clearance of warrants after business hours.
• Process proper paperwork to place detainers for individuals in other jurisdictions and correctional facilities.
• Serve as 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, Health and Human Services, state agencies, other law enforcement agencies, and 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, with thorough knowledge of accounting procedures.
• Process dangerous/potentially dangerous dog registrations 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 in the absence of other personnel, including weekly newsletters, monthly reporting to the Supplemental Reporting System of the Bureau of Criminal Apprehension, and background checks for Health and Human Services.
• 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.

Requirements

• High School Diploma or GED.
• One year of post-secondary education and two years of experience providing administrative support in customer service, government office, or similar office environment; OR four years of experience providing administrative support in customer service, government office, or similar office environment. Work in a related government agency is preferred.
• Current BCA/CJIS certification is preferred.
• Must be proficient in clerical skills and 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.
• 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.

Skills

• 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, including 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 effectively as a member of a team and deal with people in an effective and timely manner.

Pay

$23.07 - $32.34 Hourly

Benefits

• Comprehensive medical coverage (employee, employee + spouse, employee + child(ren), or family coverage) with monthly premiums for employee-only coverage covered 100% by the county.
• County contributions to VEBA and HSA plans.
• Employer-paid $25,000 term life policy.
• Optional benefits:
  • Dental Insurance
  • Vision Insurance
  • Additional Supplemental Life Insurance for self, spouse, and child(ren)
  • Short-Term Disability
  • Long-Term Disability
  • Flexible Spending Accounts (Health Care Reimbursement and/or Dependent Care Reimbursement Account)
  • Accident Insurance
  • Critical Illness Insurance
  • Hospital Care Insurance
  • Deferred Compensation Plan
  • Tuition Reimbursement
• Annual Paid Time Off accrual of 21 days to start, increasing up to a maximum of 33 days per year.
• 12 paid holidays.
• Paid Parental Leave.
• On-Site Well@Work Clinic available to Sherburne County employees and dependents covered under the plan.
• Employee Assistance Program (EAP).
• Public Employees Retirement (PERA).