Records Clerk
Castle Rock - Colorado (CO), 80109
Douglas County Sheriff's Office
Estimated salary $34,608 - $50,844 a year
Job Description:
General Duties
Performs a variety of complex administrative, and clerical tasks, including: information collection, statistical computation, verification duties in recording and maintenance of official department records.
Example of Duties and Responsibilities
- Types correspondence, reports, records, memos, meeting minutes, and forms.
- Utilizes local and state/federal computer/teletype systems to query, enter or cancel operational data and relay as authorized. These computer systems are used daily for various duties. Required to have CCIs OSN’s for entry purposes. Computer skills are highly technical.
- 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 general public both in person and by phone.
- Informs members of general public of Criminal Justice Records 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, validates and distributes a variety of reports to department staff, the public and state and federal agencies.
- Moderately complex bookkeeping and record keeping to include that handling of large sums of money. Complex calculations, tabulating figures, collection and receipt of payments.
- Performs public fingerprinting.
- Processes solicitor registration applications for Douglas County.
- Process criminal justice records for dissemination to appropriate agencies, i.e., courts, District Attorney’s Office, State of Colorado Department of Motor Vehicle. This includes the review of all documents for quality control.
- May be assigned as a trainer for other records clerks.
- Performs other duties and jobs as required and assigned.
Note: The successful applicant must be able to perform ALL the above job functions, unassisted, and at a pace and level of performance consistent with actual job requirements. These duties are intended to be illustrative only and are not intended to be all-inclusive.
Education/Experience/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.
Essential Job Functions
Language Skills: Ability to read, interpret and develop routine documents, reports and correspondence. Ability to communicate effectively with co-workers and the public. Ability to establish and maintain effective working relationships.
Mental Abilities: Able to comprehend and retain information related to general job assignments within context of the position held.
Able to understand and follow oral and written instructions and maintain confidentiality of information.
Physical Skills: Possesses and maintains the ability to operate standard office machines, equipment and utensils.
Public Interaction: Explains relevant information as required by verbal and written methods. Assists public as a resource for information relevant to the job assignment. May be required to explain procedures, laws, complaints and other information as required by verbal and written methods. Ability to deal with upset and/or irate people.
Verbal Skills: Speaks English clearly and converses effectively with persons of divergent ethnic, cultural and educational backgrounds. Projects voice clearly and forcefully when necessary while under personal stress.
Department Policies and Procedures: Demonstrates working knowledge of and compliance with all department policies, procedures and directives.
Emotional Abilities: Controls personal emotional responses and acts appropriately under high levels of personal stress. Demonstrates sensitivity to feelings of others; listens with empathy towards others; and displays compassion to those in distress. Controls personal aggressive responses and acts in a manner designed to calm volatile persons.
Social Skills: Establishes and maintains effective relationships with peers, supervisors, and the public. Asserts self when necessary to confront or exert control over others.
Mathematical Skills: Ability to calculate figures and amounts such as interest, proportions, percentages. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Reasoning Ability: Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or scheduled form.
Judgment: Applies knowledge and reasoning to make prompt and effective decisions in both routine and non-routine situations; evaluates alternative courses of action and selects the most acceptable alternative; makes sound decisions in a timely manner; sizes up a situation quickly and takes appropriate action.
Initiative: Ability to complete assignments without waiting to be told what to do. Makes an effort to improve skills and keeps informed of new developments in the field; exerts the effort needed to make sure the job is done correctly; is consistently productive.
Physical Demands: Job requires walking, standing and sitting for extended times periodically. Lifting file boxes weighing 20 pounds is periodically required. Prolonged typing for data entry. Must be able to operate general office equipment, reach with hands and arms, talk or hear, and tolerate a quiet to moderate noise level in the work place.
As a vital partner in Douglas County's success, we offer a comprehensive employee benefits package with many choices for greater flexibility.
In general, if you elect benefits for you and any eligible dependents, coverage begins on the first day of the month following one full calendar month of employment.
Please Note: If you are applying for a temporary part-time/volunteer/reserve position, there are no applicable benefits.
Please click here for additional information regarding Douglas County Government benefits.
