Job Details
Records Clerk (Sheriff's Office)
Employment Type: 0 - Full-time Regular
Pay Range: $42,217.00 - 64,909.00
Location: Castle Rock, CO
Elected Office / Department: SHERIFF
Job Number: req2301
Closing Date: 3/18/2024
Interested in joining the Douglas County Sheriff's Office located between Colorado Springs and Denver in Castle Rock, Colorado?
The Douglas County Sheriff's Office has a job opportunity for a Records Clerk!
We offer a generous benefits package including but not limited to medical, dental, vision, 401(a) mandatory 8% contribution with the County matching 8%.Additionally, Douglas County will match your 457 Deferred Compensation (pre-tax) $ for $ up to 3% of your annual salary.
Furthermore, Douglas County offers:
Basic Life Insurance and AD&D, Short-Term and Long-Term Disability, Employee Assistance Plan.
Supplemental Life Insurance, Long-Term Disability buy-up, Accident Insurance, and Critical Illness Insurance.
Wellness Program - Peer Support, Chaplain Services, Medical Services (Psychological, Acupuncture, Massage Therapy, Chiropractic, Hormonal Therapy, Physical Therapy), Financial Resources, and Estate Planning.
Public Service Loan Forgiveness opportunities for those who qualify.
For a full list of benefits please review our Employee Benefit Guide.
Generally, the hiring range is $41,187-$51,484 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.
GeneralDuties: Performs a variety of complex administrative and clerical taskswith extreme accuracy, and methodical completeness, including informationcollection, statistical computation, verification duties in recording andmaintenance of official department records.
Examples of Duties and Responsibilities:
- MergesCriminal reports from the mobile field reporting system into the lawenforcement records system, scans and files reports electronically, filestickets, collects fines, provides discovery per Criminal Rule 16 to DistrictAttorney's Office and the State of Colorado Courts.Verifies all electronic and handwrittendocuments are forwarded properly to avoid discovery violations.Receives requests to provide records per theCriminal Justice Records Act, or the Colorado open records act and eitherfulfills the request or forwards the request to the CJRA Specialist.
- Recordsclerks need to operate under with an extreme level of accuracy.Verifying the information provided fordiscovery is complete and accurate.TheCourts expects that Law Enforcement will always provide all information obtainedin an investigation is provided to the District Attorney or the Courtsimmediately so it can be shared with the defense.If there is a mistake in providing discoverythe case can be dismissed, the Sheriff's Office or the DA can be sanctioned, thevictims can also be traumatized if the case is dismissed due to an error.
- Providesaccidents and traffic citations to the courts and DMV.Provides notices of expressed consent to theDMV in preparation of a notice of revocation or denial hearing for DUIs.
- Solidunderstanding of NIBRS standards and ability to verify that reports arecorrectly prepared.
- PreparesCCIC validations monthly.This requiresclerks to validate the list of missing license plates, people, and stolenproperty and write letters to the victims of these crimes to verify the itemsare still missing or stolen.
- Balancetraffic ticket surcharge accounts monthly.
- Utilizeslocal and state/federal computer/teletype systems to query, enter or canceloperational data and relay as authorized.These computer systems are used daily forvarious duties.Required to have CCICs OSN's for data entry purposes.
- Computer skills are highly technical and mustwork without errors.
- Able to multitask and handle an extremelybusy workload.The workload can spike dependingupon crime trends and times of the year.
- Computation of Sheriff's fees and other financial data.
- Extensive detailed data entry for both criminal and traffic reports. Computer skills are highly technical.
- Daily contact with public both in person and by phone.
- Informs inquiring members of the public of Criminal Justice Records Act release laws and departmental policies in relation to the same. The Criminal Justice Records Act is very complicated and requires a great deal of continued study to ensure that it is enforced properly by all responsible.
- Assembles, validate, and distributes a variety of reports to department staff, the public and state and federal agencies as requested.
- Moderately complex bookkeeping and record keeping including the handling of large sums of money, complex calculations, tabulating figures, collection, and receipt of payments.
- Ability to assign records requests to all members of the Records Department.
- Processes solicitor registration applications for Douglas County.
- May be assignedas a trainer for other records clerks.
- Division support duties at the Highlands Ranch Substation (HRSS).
- Responsible for relay to and from HRSS.
- Performs other duties and jobs as required and assigned.
Note:The successful applicantmust be able to perform ALL the above job functions, unassisted, and at a paceand level of performance consistent with actual job requirements.These duties are intended to be illustrative only and are notintended to be all-inclusive.
Minimum Requirements: At least 18 years of age.
High school graduate or G.E.D. Additional clerical, secretarial, legal and/or law enforcement education and/or experience preferred.
Ability to multitask.
High level of understanding of computer programs and keyboarding.
Experience in public contact.
Attention to detail.
Meet minimum standards for typing and data entry.
Some geographic knowledge preferred to assist in the use of the geographic database and GEO base.
Good time management and organizational skills.
Understanding of a functional file system.
Good physical and mental condition.
Ability to deal with confidential and sensitive materials and records and maintain trust.
Able to pass qualifying exams and background investigation.
Possession of a valid Colorado Driver's License.
Consequence of Error: Criminalcases can be dismissed with or without prejudice based upon a Judge's rulingwhen a mistake or error is made by a records clerk, this can affect victims,witnesses, suspects, the prosecution, the defense, the public's opinion of theSheriff's Office and Douglas County Government as a whole.Errors may result in the creation of legal liability for the County, the Sheriff'sOffice and/or members of the Sheriff's Office involving both criminal and civilmatters.Errors can also affect thelivelihood and criminal history of the citizens we deal with.
EssentialFunctions: Language Skills:Ability to read, interpret and develop routinedocuments, reports and correspondence.Ability to communicate effectively with co-workers and the public.Ability to establish and maintain effectiveworking relationships.
Mental Abilities:Able to comprehend and retain informationrelated to general job assignments within context of the position held.Able to understand and follow oral andwritten instructions and maintain confidentiality of information.
Physical Skills:Possesses and maintains the ability to operatestandard office machines, equipment and utensils.
Public Interaction:Explains relevant informationas required by verbal and written methods.Assists public as a resource for informationrelevant to the job assignment.May berequired to explain procedures, laws, complaints and other information asrequired by verbal and written methods.Ability to deal with upset and/or irate people.
Verbal Skills:Speaks English clearly and converseseffectively with persons of divergent ethnic, cultural and educational backgrounds.Projects voice clearly and forcefully whennecessary while under personal stress.
ComputerSkills:Must havebasic user-level competency with Windows PC operating systems. Ability to learnvarious other computer software programs used in records for the maintenance ofthe law enforcement records, scanning and electronically storing documents.Ability to run software for point of sale (similarto a cash register) and handle cash, credit card transactions, and dailyreconciliation on a cash accounting software program.
EmotionalAbilities:Controls personal emotionalresponses and acts appropriately under high levels of personal stress.Demonstrates sensitivity to feelings ofothers; listens with empathy towards others; and displays compassion to thosein distress.Controls personalaggressive responses and acts in a manner designed to calm volatile persons.
Social Skills:Establishes and maintains effectiverelationships with peers, supervisors, and the public.Asserts self when necessary to confront orexert control over others.
MathematicalSkills:Ability to calculate figuresand amounts such as interest, proportions, percentages.Ability to apply concepts such as fractions,percentages, ratios, and proportions to practical situations.Also, must understand basic accounting likehandling refunds, collecting cash, checks, credit cards, and balancing thoseaccounts daily.
Reasoning Ability:Ability to apply common sense understanding tocarry out detailed written or oral instructions.Ability to interpret a variety ofinstructions furnished in written, oral, diagram, or scheduled form.
Judgment:Applies knowledge and reasoning to makeprompt and effective decisions in both routine and non-routine situations;evaluates alternative courses of action and selects the most acceptablealternative; makes sound decisions in a timely manner; sizes up a situationquickly and takes appropriate action.Mustbe able to recognize that all documents in records are discoverable documentsthat need to be forwarded to the District Attorney or directly to the court assoon as they are received and use judgment to correctly disseminate thesedocuments to the correct location.
Initiative:Ability to complete assignments withoutwaiting to be told what to do.Makes aneffort to improve skills and keeps informed of new developments in the field;exerts the effort needed to make sure the job is done correctly; isconsistently productive.
PhysicalDemands:Job requires walking, standing andsitting for extended times periodically.Lifting file boxes weighing 35 pounds is periodically required.Prolonged typing for data entry.Must be able to operate general officeequipment, reach with hands and arms, talk or hear, and tolerate a quiet tomoderate noise level in the work place.
ADDITIONAL INFORMATION: In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions.This may mean being available to perform additional duties and hours beyond what is normally required.In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.