Administrative Records Specialist

Loudoun County; Leesburg (VA); On-site; USD 42,000 - 60,000; Full time

Job summary

The Loudoun County Sheriff's Office seeks a full-time Administrative Records Specialist for the Administrative and Technical Services Division at the Headquarters Building. You will maintain records (paper and digital), perform data entry for warrants, permits and protective orders, scan documents, purge outdated materials, and run background checks for various licenses.

Essential duties include managing case files, processing filings, collecting fees, and handling requests from citizens and law

Qualifications

• High School diploma or equivalent; two years of clerical/administrative experience or equivalent.
• Experience with records management systems (paper and digital).
• Ability to perform data entry and background checks for permits and licenses.

Responsibilities

• Maintain digital and paper case files and ensure accessibility for internal/external customers.
• Scan and file legal documents, verify case numbers, and secure sealed files.

Skills

Records management

Data entry

Background checks

Customer service

Filing and archiving

Education

High School diploma or equivalent

Tools

VCIN/NCIC access

Fingerprint processing

Job description

The Loudoun County Sheriff's Office is seeking qualified applicants for a full-time Administrative Records Specialist position within the Administrative and Technical Services Division, located at the Loudoun County Sheriff's Office Headquarters Building.

Under the general direction of the designated supervisor, maintains records and provides administrative support for the assigned department. This position maintains the records management system, both paper and digital, for the Department; arranges for archiving or destruction of records per guidelines; enters data for documents such as warrants, permits, and protective orders and prepares documents for services; scans documents for court or other use; purges digital and/or paper system of outdated documents; conducts background checks for various permits; runs queries to produce required and requested reports; processes fingerprints to accompany various forms/applications; collects fees; and performs other clerical related functions.

Essential Job Functions:

• Maintains, stores, and assures accessibility of digital and paper case files; locates and retrieves documents for internal and external customers; purges documents as required; conducts routine verification of the filing system.
• Files and scans legal documents, pleadings, and orders in related case file; verifies case numbers on pleadings; and ensures security of sealed case files.
• Applies appropriate court labels on legal documents; calculates and collects state, County, and grantor's taxes and fees; ensures proper accounting of funds collected for recordation and fees; and prepares notice of filing of foreign judgments.
• Reviews marriage license, fictitious name, and notary public applications; prepares all filings for scanning.
• Performs data entry of IBR reports, arrests, citations, warrants, towed vehicles, or accidents.
• Conducts record and reference checks for federal firearms sales licenses, ATF automatics weapons purchases, massage permits, solicitor permits, and ABC licenses.
• Queries data in VCIN/NCIC to complete background and criminal history checks for citizens and law enforcement personnel
• Assists citizens and law enforcement personnel with Records Unit transactions. Processes permits. Completes background checks and fingerprinting.

Hiring salary will be commensurate with experience.

High School diploma or equivalent; two (2) years of related clerical/administrative work; or equivalent combination of education and experience.

Selection process includes review of the Applicant Screening Questionnaire and County employment application; in-person interview(s); and an intensive background investigation to include fingerprinting, criminal background check, credit check, driving record, and polygraph examination.

Hold or obtain Virginia Public Notary license within 30 days of hire. Hold or obtain, depending on duties, VCIN/NCIC, LIDS/CORIS, and CLEAR/Linx certifications.