Senior Sheriff's Records Specialist

Job Description:

Senior Sheriff's Records Specialist

Description

Position Description

FINAL FILING DATE: Sunday, February 9, 2025

Exam #25/80I17/01LA

The Sheriff 's Office is comprised of the Administration, Corrections and Enforcement Operation Bureaus. The Sheriff’s Office delivers public safety to the residents of Monterey County by providing 24-hour uniformed patrol, investigations, custody services, court security, and law enforcement support.

The Sr. Sheriff’s Records Specialist works in the Administration Operations Bureau-Records Division. The Records Division supports all bureaus of the Sheriff's Office including local law enforcement and criminal justice agencies in Monterey County on a 24/7 basis. The Sr. Sheriff’s Records Specialist leads and provides on the job training to Records Specialist I/II through instruction, direction and guidance on complex systems and assignments.

The ideal candidate will be flexible, adaptable, have strong customer service skills and able to communicate effectively. The ideal candidate will demonstrate the ability to lead, train staff and get along with others and be a team player.

The Eligible List established by this recruitment process may be used to fill current and future vacancies on a regular full-time, part-time, or temporary basis.

Examples of Duties

• Maintains confidential criminal records related to law enforcement activity; operates, accesses, and queries multiple automated and manual criminal justice information systems and subsystems.
• Process criminal records such as warrant, subpoena, restraining order, criminal and traffic citation, felony, and misdemeanor warrant, CLETS and NCIC.
• Assists the Sheriff’s Records Supervisor in day-to-day supervision, timely completion of tasks, review of staffing levels and problems with other shifts.
• Reviews warrants, other court and legal documents to verify that information is in accordance with applicable regulations, laws, and procedures.
• Transcribes and prepares sensitive reports dealing with highly emotional and often traumatic events.
• Updates information on the status of warrants, seals and purges records in compliance with court orders and state statutes, code citations, accidents, and other reports according to Crime Reporting standards.
• Compiles and prepares a variety of annual, quarterly and monthly reports.
• Audits information for accuracy and completeness and edits according to rules and regulations.
  • Trains staff to access and use automated and manual criminal justice information systems and subsystems.
  • Conducts on-the-job training and evaluates performance for supervisors.
  • Assumes responsibility for weekend, holiday, or off-hours shift in the absence of the supervisor.
  • Identifies and resolves problems and inconsistencies.
  • Writes or assists in writing procedures and training programs.

To view the complete job description, please visit the Monterey County website: Senior Sheriff's Records Specialist

THE SUCCESSFUL CANDIDATE

Will have a proven track record demonstrating the following knowledge, skills, and abilities:

Thorough knowledge of:

• Functions and activities of a law enforcement agency.
• Recordkeeping and accounting methods and procedures.
• Specialized automated and manual criminal justice systems and subsystems; departmental operations, procedures, and regulations; and criminal justice systems.
• Professional code languages used in law enforcement.
• Standard and legal requirements on confidentiality and privacy.
• Correct English usage, grammar, and rules of punctuation and spelling.

Working knowledge of:

• Principles and legal requirements of law enforcement records management, preparation, processing, indexing, retention, disposition, storage, and release.

Some knowledge of:

• Principles and methods of supervision and training.

Skill and Ability to:

• Access automated criminal justice information systems to enter, modify, and retrieve data into local, state, and national computer systems.
• Work in a law enforcement environment.
• Develop a working knowledge of departmental operations, procedures, and regulations.
• Understand, interpret, and apply departmental policies, procedures, rules, laws, regulations, ordinances, functions, and processes applicable to the management of local, State and national law enforcement records.
• Perform a variety of detailed clerical work accurately that involves independent judgment with minimal supervision; and make decisions in procedural matters without immediate supervision.
• Handle stressful situations with the public and cope with a variety of individuals who may be hostile, aggressive, irate, uncooperative, and/or emotionally disturbed.
• Maintain cooperative relationships with co-workers, members of the public and others contacted through the course of work; respond in a positive manner to supervision and direction; and attend and perform duties on a regular, reliable, and consistent basis; Communicate effectively orally and in writing, including skill to prepare reports.
• Use a variety of office equipment such as computer terminals, telephones, cash registers, fax machines, tele copiers or printers.
• Accurately enter and retrieve information into and from a computer system.
• Assume responsibility for a major clerical function to include the resolution of problems.
• Input, update, retrieve, store, purge information, and release data; identify vital information quickly and accurately, utilizing multiple automated and manual law enforcement data and filing systems.
• Enter, modify, and retrieve data into local, state, and national databases.
• Read and process various legal documents such as court orders, booking documents, arrest records, incident records, files, and cases to identify information.
• Use discretion and sound judgment in the handling of restricted or sensitive and confidential information ensuring the security and confidentiality of restricted information.
• Assist in training as needed; give direction and guidance on specific assignments; and review and correct errors of others.
• Provide lead supervision and perform the most complex specialized Sheriff’s Records duties, and/or perform an advanced specialized independent program function in support of the records function.
• Lead staff and activities of the Sheriff’s records function, including interpreting department policies, procedures, statutes, and other authorities.
• Communicate effectively orally and in writing, write procedures and training programs, and motivate and train employees.
• Exercise independent judgment and work with a minimum of supervision.

Examples of Experience/Education/Training

Any combination of training, education, and/or experience which provides for the knowledge, skills, and abilities required to perform the duties listed above is qualifying. An example of a way these requirements might be acquired is:

Two years of progressively responsible clerical experience of which one year was performing duties equivalent to the Monterey County class of Sheriff’s Records Specialist II and completion of Peace Officer Standards & Training (P.O.S.T.) Basic Records Class and possession of P.O.S.T. Technical Aspects Records Management Certificate.

Additional Information

CONDITIONS OF EMPLOYMENT

The required conditions of employment include, but are not limited to the following:

• Possess a valid California Class C driver license at the time of appointment and possess and maintain a satisfactory driving record or provide evidence of suitable transportation which is approved by the appointing authority.
• Successfully pass a complete and thorough background investigation, which includes a voice stress analysis or polygraph examination.
• Be available to work a flexible schedule, including evenings, weekends, holidays, and may be subject to call back, and during times of disaster and/or emergency.
• Provide a telephone number or means by which employee can be reached.

BENEFITS:

The County of Monterey offers an excellent benefits package. Please visit our website to view the Unit J Benefit Summary Sheet . This information is not legally binding, nor does it serve as a contract. The benefits listed in the Monterey County Personnel Policies and Practices Resolution or Memorandum of Understanding (MOU) prevail over this listing.

NOTES:

As a condition of employment, prospective employees may be required to submit to a background review which may include a review of information concerning present and/or prior employment, driving record, and record of any criminal convictions. Employment is contingent upon acceptable documentation verifying identity and authorization for employment in the U.S.; a list of acceptable documents is available on the USCIS Form I-9. If you are hired into this classification in a temporary position, your rate of pay will be hourly, and you will not be eligible for the benefits listed in the summary.

Application and Selection Procedures

Apply On-Line at

https://www.governmentjobs.com/careers/montereycounty ,

by Sunday, February 9, 2025, 11:59 PM (PST)

or

Hard copy applications may be obtained from and submitted during normal business hours,

Monday - Friday, 8:00 AM - 5:00 PM by contacting:

Monterey County Sheriff’s Office

Attn: Human Resources

1414 Natividad Road

Salinas, CA 93906

Phone: (831) 755-3744 Fax: (831) 775-8033

The selection process is tentative, and applicants will be notified if changes are made. To assess applicants' possession of required qualifications, the examination process may include an oral examination, pre-examination exercises, performance examination, and/or written examination. The competitive examination process includes submittal of required application materials. A complete application package will include:

• A completed County of Monterey Employment application
• Responses to Supplemental Questions

Applicants who fail to provide all required materials by the final filing deadline will not be considered. Resumes, cover letters, letters of interest, and other correspondence will not be accepted as a substitute for required application materials. All required application materials will be competitively evaluated. Those applicants that are determined to be the most appropriately qualified will be invited to participate further in the selection process.

EQUAL OPPORTUNITY AND REASONABLE ACCOMMODATION

Monterey County is a drug-free workplace and an equal opportunity employer. The County seeks candidates who can make contributions in an environment of cultural and ethnic diversity. Monterey County is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact LynnRose Alig, Senior HR Analyst, at (831) 755-3744, or aliglr@countyofmonterey.gov.

http://www.co.monterey.ca.us/government/departments-a-h/human-resources/human-resources/benefits/benefit-summary-sheet

Closing Date/Time: 2/9/2025 11:59 PM Pacific

Salary:

$4,277.17 - $5,837.69 Monthly