Records Clerk

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Open Sheriff $19.49 | Full Time

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Posting Start Date

09/06/2024

Posting End Date

09/20/2024

Descriptions

GENERAL DESCRIPTION

 

The Records Clerk position is a non-commissioned position.  The position is responsible for conducting day-to-day business with the public and performing general office duties as assigned.

Requirements

RECEPTION

Perform office and telephone reception duties. Direct phone calls to the appropriate person or voice mailbox or calendar. 

CLERICAL

Enter accurate, confidential information into local Record Management System (RMS) and the National Criminal Information Center (NCIC).  Perform writing, printing, typing, copying, and filing.  Maintain fluent understanding in Microsoft Excel, Word, and Office.  Perform standard scanning into the RMS system.   Maintain the office cash drawer and is responsible for forwarding weekly deposits to the County Treasurer.

KANSAS CRIMINAL JUSTICE INFORMATION SERVICES (KCJIS)

Process criminal and traffic tickets into the RMS system. Register and maintain offenders required to register with the Kansas Bureau of Investigation (KBI). 

RECORDS

Secondary person to complete the RMS process for cases, arrests, and incidents into RMS and see that, if necessary, the NCIC steps are completed properly.  Distribute tickets to District Court and the County Attorney.  Take requests for copies of accidents and cases.  Familiar with the Kansas Open Records Act and familiar with the appropriate dissemination of documents and information.  Send Kansas Incident Based Reporting System data electronically to the KBI. Use the field reporting program to merge cases into RMS.  Send letters to the community members who have had items placed in NCIC for validation purposes and complete the validation process. 

REGISTERED OFFENDERS

Run the monthly required offenders report and provide a list of offenders for dissemination to the other staff required to maintain registration.  Maintain registered offender files. Enter initial registry information into the KSORT website and NCIC.  Tracks visits and updates mandated by Senate Bill 204.  Contact offenders by telephone in regards to compliance.  Audit the KBI registered offender website to ensure validity of information.  Correspond with the KBI, Courts, County Attorney, State Parole, and other jurisdictions for registration requirements.  Coordinate with LEO staff regarding registered offender checks.  Assist in completion of Affidavits. 

MISCELLANEOUS

Handle confidential and law enforcement-sensitive information on a daily basis. Process records checks.  Maintain a cash drawer for all monies received for offender registration, requests for copies of cases and accidents, and fingerprints and must be able to count money and receipt money as it is received.  Perform Vehicle Identification Number (VIN) inspections and prepare spreadsheets for those businesses that request multiple VIN inspections.  Help maintain correct information in the RMS.  Properly verify, prepare, and complete vehicle inspections for customers and/or local car dealerships. Answer telephones and public inquiries.  Process concealed carry handgun applications for the Kansas Attorney General’s Office.  Scan and import files into the RMS. Complete and prepare background checks for employment through the NCIC/KCJIS system. Prepare and conduct phycological testing for incoming employees. Maintain monthly contracts and prepare reports for city meetings per the contract. 

PERSONAL RELATIONS

Will have daily contact with the public, registered offenders, co-workers, and supervisory personnel. 

SUPERVISION

Works under the guidance and direction of Office Manager and the Sheriff. 

BEHAVIOR STANDARD

Maintains a positive work atmosphere by acting and communicating in a manner so that they get along with customers, clients, registered offenders, coworkers and management.   Must be able to render credible testimony in a Court of Law.

Certificate Needed

MINIMUM QUALIFICATIONS

• Must be 21 years of age.
• Must have a High School diploma or the equivalent.  (College preferred)
• Must have a valid driver’s license and be insurable under Dickinson County’s fleet insurance policy.  If from out-of-state, must obtain a Kansas driver’s license within 90 days.
• Prior training/experience in data entry preferred. 
• Must have general knowledge of computer operations.
• Must have general knowledge of office procedures.
• Must be proficient in Microsoft Office, including Word, Excel and Outlook. 
• No felony or domestic violence convictions including diversions and expungements.
• Serious misdemeanor convictions will be evaluated including diversions expungements. 

Use this link to apply: https://ks-dickinsoncounty.civicplushrms.com/careers/