911 Records Clerk

Gallatin County; Bozeman (MT); On-site; USD 36,000 - 58,000; Full time

Job summary

Gallatin County is seeking a Records Clerk to maintain confidential records for the Bozeman Police Department, Gallatin County Sheriff’s Office, and Detention Center. The role supports the public, law enforcement, and other agencies with accurate data entry and secure record handling.

Responsibilities include filing, data entry, warrants, incident reports, and processing court-related requests. CJIN/NCIC certification is required within six months of hire.

Qualifications

• High school diploma or equivalent; and
• At least three (3) years of general office or administrative experience, preferably in a law enforcement or records management environment.
• CJIN/NCIC certification required within 6 months of hire date.

Responsibilities

• Perform data entry of case dispositions, department statistics, and updates; coordinate reporting with CJIN, NCIC, and the Montana Board of Crime Control.
• Maintain electronic and manual filing systems for correspondence, case reports, inmate files, fingerprint cards, background checks, and other confidential materials.
• Enter, query, clear, and cancel records for wanted persons, stolen property, missing persons, and other data; conduct verification checks and monthly validation reviews for the Department of Justice.
• File and maintain Bozeman Police Department and Gallatin County Sheriff’s Office incident reports and Detention Center files.
• Enter final disposition information from courts into the Records Management System and seal or update records as required by court order.
• Enter and update criminal warrants and summons in the Warrant Module; ensure status changes are reflected and alerts are maintained.
• Redact confidential information before dissemination of reports; copy, record, and distribute reports and collect fees as needed.
• Run criminal history and background checks for authorized agencies and purposes.
• Prepare and process court-related discovery requests and subpoenas.

Skills

Data entry

Records management

Confidentiality

Communication

Attention to detail

Education

High school diploma or equivalent

Tools

Windows

RMS

CJIN/NCIC

CAD

Job description

911 Records provides essential support services for Gallatin County’s public safety partners and community members. The Records Clerk is responsible for maintaining, managing, and providing confidential and accurate records for the Bozeman Police Department, Gallatin County Sheriff’s Office, and the Gallatin County Detention Center. The position provides information and assistance to the public, law enforcement officers, and other government agencies; processes and maintains City and County arrest warrants; and ensures compliance with State and Federal CJIN/NCIC policies and procedures.

This position performs a variety of clerical and administrative duties, provides backup support to other 911 staff, and reports to the Support Services Supervisor. It does not directly supervise other County employees.

• Perform data entry of case dispositions, department statistics, and updates to maintain accurate and accessible documentation. Coordinate data entry and reporting with CJIN, NCIC, and the Montana Board of Crime Control.
• Maintain electronic and manual filing systems for correspondence, case reports, inmate files, fingerprint cards, background checks, reports, and other confidential materials.
• Enter, query, clear, and cancel records for wanted persons, stolen property, missing persons, and other data; conduct second-party verification checks and complete monthly validation reviews for the Department of Justice.
• File and maintain Bozeman Police Department and Gallatin County Sheriff’s Office incident reports and Detention Center files.
• Enter final disposition information from courts into the Records Management System and seal or update records as required by court order.
• Enter and update criminal warrants and summons in the Warrant Module, ensuring status changes are accurately reflected and probation or bond alerts are maintained.
• Perform second-party checks on all CJIN/NCIC warrant and protection order entries.
• Review and redact confidential information before dissemination of reports or public requests; copy, record, and distribute reports, collecting and receipting fees as needed.
• Run criminal history and background checks for authorized agencies and purposes.
• Prepare and process court-related discovery requests and subpoenas.
• Perform local criminal history checks for concealed weapon permit applicants and respond to FBI NICS firearm purchase inquiries.
• Record and retrieve 911 calls and radio traffic for authorized requests from law enforcement or legal counsel.
• Respond to public inquiries at the front counter and by phone; assist visitors with warrants, records, concealed weapon permit applications, animal releases, or other public services.
• Complete driver’s license and vehicle registration queries for officers and authorized staff; enter orders of protection into CJIN as directed.
• Provide clerical support, including scanning, copying, faxing, and maintaining supply inventories.
• Provide administrative and reception backup to 911 and Detention staff as assigned.

Other duties as assigned:

Performs a variety of other duties as assigned by the supervisor. These may include coordinating special projects, assisting other 911 staff, serving court documents, conducting research, compiling reports, and participating in training and continuing education.

If the County Commission proclaims a local emergency due to an actual or threatening disaster (such as earthquake, fire, riot, or flood), County employees may be required to provide services during the emergency and throughout recovery operations.

Knowledge of:

• Principles and practices of records management and data entry.
• Laws and regulations related to criminal justice information, confidentiality, and records retention.
• Basic functions of city and county law enforcement and judicial systems.
• Operation of office equipment and computer systems (Windows, RMS, CAD, CJIN/NCIC).

Skill in:

• Performing accurate data entry and recordkeeping.
• Communicating clearly and professionally in person, over the phone, and in writing.
• Applying policies, procedures, and confidentiality requirements appropriately.
• Managing multiple tasks with attention to detail and accuracy under pressure.

Ability to:

• Learn and operate specialized law enforcement software systems.
• Maintain confidentiality of sensitive and restricted information.
• Interact effectively with law enforcement, other agencies, and the public.
• Exercise sound judgment in handling sensitive or urgent situations.

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:

• High school diploma or equivalent; and
• At least three (3) years of general office or administrative experience, preferably in a law enforcement or records management environment.

Licenses and Certifications: The CJIN/NCIC certification is required within 6 months of hire date.

Criminal history checks will be completed on all applicants before interviews and testing phases. By applying to this position, you are giving consent to have your criminal history check done. Final candidates will be required to successfully pass a full background investigation, psychological evaluation and complete a successful drug screening.

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class statusin violation of any applicable law.