Public Service Specialist - Records

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

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,…