Sheriff's Record Technician - Registry

at Pinal County Government in Florence, Arizona, United States

Job Description

JOB SUMMARY
Perform administrative work of considerable difficulty reading, collecting, interpreting, and auditing crime related information from incident and arrest reports and encode information based on Uniform Crime Reporting (UCR) standards. These positions also work in cooperation with members of the Crime Analysis and Research Unit to facilitate the identification of crime trends and patterns identified via quality assurance review of crime reports. 

JOB SUMMARY - NIBRS

JOB SUMMARY - RECORDS

Perform administrative work of considerable difficulty reading, collecting, interpreting, and dissemination of complex police records through a structured on-the-job training program. Employees in this class learn to perform the full scope of duties required of the Law Enforcement Records Section within the Sheriff’s Office. Due to the sensitive nature of information, all work and training is performed in accordance with established departmental policies and procedures and federal/state guidelines regarding the privacy and security of records. As training progresses, employees in this class are expected to exercise independence and good judgment in handling, processing, and supplying information to the public, sworn officers, and other law enforcement agencies.

• The hiring salary for this position is dependent upon experience, qualifications and position funding; starting salaries will require an internal equity review and those that are above the first quartile will require additional approval.

•    Having been disciplined by any employer, including military, as an adult for abuse of leave, gross insubordination, dereliction of duty or persistent failure to follow established policies and regulations.

• 'Having been involuntarily dismissed, for any reason other than layoff, from two or more employers as an adult.

•  Having held more than seven paid positions with different employers within the past four years, or  more than 15 paid positions with different employers in the past ten years (excluding military). Students who attend school away from their permanent legal residence may be excused from this   requirement as well as other persons with a reasonable explanation for an extensive job history.

• Resigning from any paid position without notice may be disqualifying, except where the presence of a hostile work environment is alleged or other reasonable cause existed.

• This position requires shift work; specific schedule to be determined (TBD).

TYPICAL CLASSIFICATION ESSENTIAL DUTIES:

• Answer questions from staff and the public, and other Government Departments.
• Coordinates, maintains and monitors activities related to public police records, reports.
• Format, compose, type, and prepare routine correspondence.
• Maintain office records and files, to include handling of other general office assignment.
• Fulfills public record request for written, audio, and video records by following Unit policy, Arizona’s Public Records Laws and AZ Attorney General Rule Chapter #6.  
• Prepare, process and maintain absolute confidentiality of work-related issues, customer records, and restricted County Information. 
• Performs related duties by processing subpoenas, testifying in court, performing quality control of reports to ensure compliance with guidelines, and assisting in the training and cross-training of personnel, orienting new employees, sworn officers and citizens, and providing guidance to other employees.
• Processes paperwork completed by sworn officers and detectives by reviewing for correct classification as established by federal guidelines, copying and distributing to internal investigative units, prosecuting agencies, and other agencies, determining case status according to local, state and federal guidelines for disposal of property and evidence, and distributing U.S. mail and all interdepartmental communications within the department.
• Front office receptionist duties, answers, screens, and directs incoming telephone calls.  Greets and announces visitors to appropriate personnel. Answers routine questions and furnishes information to visitors in in format of person, written, phones. 
• Completes request for backgrounds checks and clearance letters.
• Prepares various backgrounds and/or departmental reports for courts and prosecution. 
• Organize and maintains departmental files and records. 
• Performs quality control review of police records and returns incomplete or incorrect reports to case agent or their respective Supervisor. 
• Performs redactions of all documents, audio and video records
• Scan high volume paper documents into various databases.  
• Some prerequisites is to have proficient understanding of general computer experience.
• Duties specific in processing request for video/dash camera could potentially be of high volume, that require a lot of sitting and the anticipated to process one (1) request could possibly take five (5) to eight (8) hours to review and redact.
• Must have exceptional communication and organizational skills.
• Memorization to handle voluminous & level of diversity of request. 
• Maintains regular and reliable attendance.
• Logs data into spreadsheets for federal funding purposes

POSITION SPECIFIC DUTIES - NIBRS:

• Reading crime reports and determining the appropriate federal offense category.
• Collecting and encoding crime data.
• Sorting and entering codes into various computer databases.
• Performing tasks with specific attention to detail and data quality.
• To promote and adhere to the workplace values of accountability, commitment, and teamwork to help enrich lives beyond expectation.
• Maintain absolute confidentiality of work-related issues, customer records and restricted County information.
• Perform other related duties as required.
•  

• Classifying inmates according to their criminal history and charges.
• Computing inmate sentencing information. 
• Sending out TTY (Teletypes) to various agencies advising that inmates are ready for pickup.
• Collecting and sending out Disposition sheets to the courts and county attorney.
• Collecting and sending out all bond paperwork to the courts.
• Processing all Superior Court Minute Entries in spillman and filing them.
• Helping intake book inmates into the facility. 
• Preparing paperwork and advising DOC of inmate transfers.
• Breaking down files and preparing them for records.
• Completing city billing.
• Conducting weekly file reviews.
• Preparing inmate weekly/daily court calendar.
• Receiving and processing all inmate court paperwork from City, Justice, and Superior Courts. 
• Entering all information in Spillman
• Providing administrative assistance to the transportation unit. Arranging pickups throughout Arizona detention facilities. 
• Must complete ACJIS certification. 
• Conducting workflow of bookings that have already been scanned into OnBase. 

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• High School Diploma or G.E.D.
• One (1) year of experience performing specialized clerical work involving the receipt, filing, retrieving, reporting, and processing of records on criminal justice activities. 
•  Arizona Criminal Justice Information Systems (ACJIS) Terminal Operator certification within six (6) months of hire.
• Or an equivalent combination of relevant education and/or experience may substitute for the minimum requirements.

PREFERRED QUALIFICATIONS - NIBRS

• Experience with Uniform Crime Reporting National Incident-Based Reporting System (UCR NIBRS) criteria or Uniform Crime Reporting Summary Reporting (UCR SRS) Standards.
• Experience working with Arizona Revised Statutes.
• Terminal Operator Certification for Access to Arizona Criminal Justice Information Systems (ACJIS) is required within six months of hire. 
• Additional technical training and certifications may be required at the direction of Sheriff.  
• Maintain regular attendance and punctuality
• Knowledge of laws for the redaction and dissemination of criminal related records and other information.

Knowledge, Skills and Abilities: 

• Knowledge of Sheriff’s Office policies, procedures, and Standard Operating Procedures (SOP).
• Knowledge of state and Federal laws, regulations, and statutes governing employment law.
• Knowledge of Arizona laws and regulations governing the release of information from law enforcement records 
• Knowledge of Uniform Crime Report National Incident-Based Reporting System (NIBRS) criteria.
• Knowledge and experience of records management and incident reporting systems.
• Skill in interpreting and applying criminal laws to information, evidence, and other investigative data.
• Ability to operate a personal computer and specialized software applications.
• Ability to follow and effectively communicate verbal and written instructions.
• Ability to work independently and as a team member.

PHYSICAL DEMANDS:

The work is sedentary requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The work also requires the ability to crouch, reach, perform repetitive motion, hear, speak, walk, and demonstrate mental and visual acuity.

The job position specific for redaction of dash cameras and videos (Axon software) has physical demands sitting/standing as it is primarily all computer related and with the understanding they would be processing a high volume of repetitive videos that must be reviewed for redactions 

WORK ENVIRONMENT:      

Work is performed in a dynamic office environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs. 

The duties of this clerical support team are highly voluminous and require that staff must be self- starters, familiarize with County and PCSO policies, display high organizational skills, adapt to last minute changes, and availability to handle various & strenuous State and Federal mandates of deadlines.