Public Service Specialist - Records

Qualifications

• 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.
• Current BCA/CJIS certification preferred for this position.
• Proficient in clerical skills, office procedures.
• 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.
• Must qualify under the selection procedures set forth at time of hiring.

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 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.
• 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.