Sheriff's Office - Records Specialist, Patrol Division

Are you looking to start your career or considering a career change? The Adams County Sheriff's Office (ACSO) has exactly what you want. ACSO has a wide range of opportunities for professional support staff. If your goal is to impact our community and serve others positively, our agency eagerly welcomes your application. Please apply and help us #BuildABetterTomorrow. We are excited to offer this fantastic opportunity to utilize your skills in a fast-paced and exciting environment!

The Records Specialist position will be assigned to the Patrol Division. Job duties and responsibilities will be performed under the general supervision of the Records Supervisors following our established policies and procedures. This position requires the ability to perform a variety of complex clerical and communication tasks. The performance of job duties and responsibilities will be reviewed for accuracy and thoroughness.

***Selected Candidates will be required to complete and pass a written test that is designed to measure customer service orientation, listening/communication skills, information processing, and problem solving. Test questions are presented as simulations requiring multi-tasking skills, including interpreting customer account information while communicating effectively. This test is approximately 1 hour and 45 minutes long. The screening process will include a written test and will be followed by a 15-minute in-person interview with a panel of three individuals. Candidates will be expected to stay with no interruption for the duration of both phases of the process, which may be several hours.***

This is an essential position in a 24/7 environment. Employees must be able to work rotating shifts (days, nights, graveyard, holidays, and weekends) of 10+ hours.

• Monitors police radio and transmits a variety of information to commissioned employees.
• Monitor building alarms.
• Performs data entry; updates, researches, stores, and retrieves documents and data; maintains records.
• Conducts a variety of inquiries, entries, modifications, and cancellations utilizing the CCIC/NCIC computer and the Adams County Sheriff's Office Records Management System.
• Processes police paperwork: update, prepare, scan, and audit records.
• Uses computer database systems to type, enter, modify, verify, and retrieve police reports and records, including search queries on warrants, vehicles, articles, persons, and guns.
• Keeps updated on statutory requirements for accessing and disseminating all criminal justice records and all legal issues associated with dissemination.
• Performs customer service functions in person, by phone, and by email with the public, other Adams County departments, and other agencies.
• Works with certified staff to validate and finalize reports to meet local, state, and federal crime reporting requirements.
• Audits for errors and accuracy.
• Confers and directs citizens to desired Divisions. Assist citizens with obtaining copies of reports for court, insurance agencies, and/or counseling.
• Processes incoming mail and forwards copies of reports to insurance agencies, the Probation Department, Parole, and various other agencies.
• Enters and cancels warrants into computer systems as the Warrants Section instructs.
• Handles numerous tasks at one time and can accurately complete each task.
• Perform a variety of miscellaneous duties and assist other Divisions.
• Enter/scan/audit traffic tickets and contact cards into the Records Management System.
• Process PR Bonds.
• Covers for other neighboring jurisdictions during the night shift.
• Attends training as necessary to maintain department standards.
• Other duties as assigned.

• Ability to type 30 wpm.
• Must be able to obtain and maintain CCIC/NCIC certification.
• High School Diploma or equivalent
• Administrative or face-to-face customer experience desired.
• Ability to prepare and complete accurate reports.
• Meet confidentiality requirements and exercise discretion.
• Handle multiple demands simultaneously and deal effectively with interruptions.
• Follow written and verbal instructions.
• Ability to deal with a variety of people.
• Good organization skills.
• Must have good spelling, editing, proofreading, grammar, and attention to detail skills.
• Ability to communicate clearly and concisely, both verbally and in writing.
• Knowledge of general office practices and procedures.
• Knowledge of routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.
• Read and comprehend department and County rules, regulations, policies, and standard operating procedures.
• Establish and maintain effective working relationships with other County employees, representatives of different agencies and organizations, and community members.
• Must have a general technical aptitude; ability to learn to use hardware and software to store and redact data from records.
• Exercise considerable tact and diplomacy to deal effectively with members of the public and other agency staff professionally and helpfully.
• Work productively and positively in a team setting with shared duties and responsibilities.
• Ability to handle challenging case reports, including profane language, distasteful or graphic portrayals and/or video, and in-depth descriptions of criminal conduct.
• Accomplish the assigned workload promptly and meet established performance standards and objectives.
• Work independently without close supervision.
• Reasonable and predictable attendance.

SPECIAL NOTE: For all applicants, this is a reminder of the original job posting where it stated: “Applicants may be excluded from further consideration at any point in the hiring process. By Sheriff’s Office policy, the reasons why an applicant is not selected for hire will not be discussed with the applicant. There is no flexibility with this policy. If an applicant receives notice of elimination from the hiring process, it simply means the applicant’s qualifications do not fit the Office’s needs at this time. This determination does not preclude the applicant from applying to other agencies.”