Records Specialist

About the Department

Make a difference in Crow Wing County by joining a dynamic team that delivers excellence!

This position provides support services to the investigators, officers, correctional officers, dispatchers and administration of the Crow Wing County Sheriff's Office by working with the Records Supervisor to insure the continuous and effective operation of the Records Unit.   The position requires the knowledge, use and application of specialized systems, procedures, statutes and regulations relating to law enforcement in Minnesota.  Assignments within the unit may vary at times but each member of the unit is expected to maintain their knowledge and ability to perform all of the essential duties at any given time.

Position Duties

• Transcribe reports and statements for officers and administration.
• Prepare case files for prosecution in a timely manner, and in accordance with state statutes. This involves identifying degree of criminal charge and applicable deadlines, preparing appropriate forms, ensuring all necessary documents are present and accurately completed.
• Create and maintain accurate files in the Records Unit through: proper classification of data in accordance with CJRS (Criminal Justice Reporting System), and the Crow Wing County Sheriff's Office Policies and Procedures; accurate entry of data into State and internal systems; accurate scanning of completed case files. 
• Review, code and submit all Initial Case Reports into NIBRS per state and federal mandates.
• Know and understand the application processes related to Permit to Carry and Permit to Purchase and maintain an understanding of all systems related to the approval and issuance reporting.
• Participate in the on-going maintenance of all Permit to Carry applications by accessing and reviewing the annual criminal history checks.
• Receive and process records requests from the public, insurance companies, other law enforcement personnel, Guardian Ad Litem, Crime Victim Ombudsman, and other agencies, processing and responding to the requests in a timely manner, in accordance with MN data practices laws.
• Process various types of media, accurately recording information in the case file; retrieving such data as needed and disseminating copies in accordance with data practices.
• Participate in the dangerous dog or potentially dangerous dog registration process and procedures.
• Process all traffic citations, verifying court dates, driver's record, vehicle registration and accuracy of State Statute; make all necessary copies and disseminate for data entry, filing, court and prosecuting attorney.
• Know and understand the reporting requirements of the MN Predatory Offender Registration (POR) program.
• Assist in implementing and maintaining internal processes related to the tracking of all POR paperwork; to insure compliance with all state requirements.
• Know and understand the receipting procedures for the office; receipt all monies accurately.
• Perform all duties of the Administrative Associate assigned to the front desk when needed.
• Train new employees as directed.
• Maintain confidentiality requirements of the Crow Wing County Sheriff s Office in accordance with MN Data Practices and office policies and procedures.
• Adhere to all Crow Wing County Sheriff's Office Policies and Procedures.
• Performs other related functions as assigned or apparent, including responding to an emergency event.

Minimum Qualifications

• High School Diploma or Equivalent
• Formal prep of less than one year such as a certificate program in related field or equivalent knowledge gained from experience and/or education.
• Three or more years of work experience of a similar nature and scope of responsibility
• Intermediate proficiency with Microsoft programs
• Accurate keyboarding skills of 50 words per minute (test required at time of application).

• Satisfactory completion of Department of Public Safety background examination.

Other Qualifications

• Prior experience working with criminal data records
• Extensive transcription experience
• General Database experience
• Understanding of a records management and ability to properly classify and enter data into the various systems and commit documents to a computerized repository using exemplary quality control guidelines in data integrity.
• Ability to properly enter data and accurately file reports and retrieve and print copies of reports for release to the public and other criminal justice agencies based upon Minnesota Data Practices guidelines.
• Knowledge of the National Crime Information Codes (NCIC), Minnesota Criminal Justice Reporting System (MNCIS), and the National Incident Based Reporting System (NIBRS).
• Ability to communicate professionally and effectively orally and in writing.
• Ability to work well with others and to create a cooperative atmosphere that fosters good team relations and maximum productivity.
• Ability to create and execute documents.
• Ability to read and process various legal documents.
• Ability to prioritize work assigned for optimum efficiency.
• Ability to take assignments and direction from multiple individuals.
• Willingness to accept responsibility, take initiative, and work independently or as part of a team to accomplish the goals assigned.
• Good working knowledge of criminal law to the extent necessary to perform daily tasks.
• Knowledge of office procedures and job assignments within the office.
• Good working knowledge of all internal and external databases. 
• Strong organizational skills.
• Good working knowledge of MN BCA requirements in completing criminal history requests.
• Ability to handle irate people and control situations while being courteous and professional