RECORDS TECHNICIAN Job at San Juan County, NM
Summary: Under general supervision, performs a variety of administrative duties for assigned division (i.e. NCIC Warrant Division; Detective Division; Patrol Division; Court Services Division). Enters reports, court paper services, NCIC entries, and distributes to appropriate agencies; runs background checks; types correspondence; mails offense reports to insurance companies; maintains files and logs.
Reporting Relationship: Records Technicians report to the Civilian Operations Supervisor.
Essential Job Functions: The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
Required Knowledge and Skills:
Education and Experience:
Environmental Factors and Conditions/Physical Requirements:
Equipment and Tools Utilized:
Reporting Relationship: Records Technicians report to the Civilian Operations Supervisor.
Essential Job Functions: The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.
- Enters offense reports, traffic accidents and traffic citations into the records system; compiles and distributes information on background checks; enters data on subpoenas and notice of trials; and other duties primarily for Patrol Division.
- Prepares, enters, and maintains all records pertaining to court services and the service of civil processes such as subpoenas, return of services, writs, etc., and other duties primarily for Court Services Division.
- Prepares, enters, removes, and maintains proper documentation for entries such as warrants, stolen property, guns, and vehicles, in accordance with NCIC (National Crime Information Center) regulations and the local agency system regulations and other duties primarily for NCIC Warrant Division.
- Prepares, enters, and maintains detective case files and correspondence; juvenile case files; correspondences and other duties primarily for Detective Division.
- Assists other law enforcement agencies, correctional facilities, Adult, and Juvenile probation offices; attorneys and the public by telephone, mail correspondence, and in person to obtain public records; paper service documents; warrant information; criminal history checks; background checks – specific to the individual divisions.
- Answers and directs telephone calls to appropriate individuals; takes messages; opens, routes, and responds to incoming mail; enters data on subpoenas and notice of trials.
- Prepares and distributes reports and documentation; enters reports prepared by officers and distributes them to appropriate courts and the District Attorney; prepares mailings to other agencies as required.
- Prepares weekly, monthly, quarterly, and annual reports that are required for each specific division. Routes specific reports to the Uniform Crime Reporting Center and the FBI Center; prepares statistical reports on the number and types of papers served and the money collected, and case assignments. Prepares and routes to the NM Department of Public Safety, NCIC validation reports to ensure the accuracy of records.
- Coordinates activities with the district and the magistrate courts; follows up on missing information or documentation required for paper service and NCIC entities.
- Maintains files of reports and documentation; follows records retention procedures to update files and move to the Records Storage area.
- Receives fees for paper service, offense and traffic accident reports, other records and prepares daily deposits for the County Treasurer’s Office.
- Performs an inter-office mail run to pickup and deliver mail and supplies to the substations, courts, and other designated locations as assigned.
- Performs other related duties as assigned.
Required Knowledge and Skills:
- Skill in organizing and prioritizing work to meet established deadlines.
- Skill in interacting with people of different social, economic, and ethnic backgrounds.
- Skill in working independently and as a team member.
- Skill in identifying and utilizing justice system resources and services.
- Skill in establishing and maintaining effective working relationships with elected officials, County staff, and the general public.
- Skill in the use of a personal computer and standard business software.
- Skill in communicating effectively, both orally and in writing.
Education and Experience:
- High School diploma or GED equivalent and one (1) year of office clerical experience.
- Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.
- Must receive NCIC certification within six (6) months of hire if working with NCIC Division duties.
Environmental Factors and Conditions/Physical Requirements:
- Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
- May be subject to bending, reaching, kneeling, and lifting such as retrieving files, records, and reports.
- Work schedule for this position may include working on religious holidays.
- Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.
Equipment and Tools Utilized:
- Equipment utilized includes computerized and conventional office equipment.
TESTING IS REQUIRED FOR THIS POSITION CALL HR 505-334-4522
Type : INTERNAL & EXTERNAL
Location : SHERIFF
Posting Start : 02/06/2023
Posting End : 02/18/2023
MINIMUM HOURLY RATE: $17.40
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