Administrative Specialist - Transcriptionist

Stafford County; Stafford (VA); On-site; USD 30,000 - 38,000; Full time

Job summary

Stafford County is seeking an Administrative Specialist II – Transcriptionist to convert audio and video recordings from law enforcement activities into written reports. The role requires careful listening, accuracy, and timely turnaround under tight deadlines.

The position involves using transcription equipment, ensuring confidentiality, and coordinating with report originators as needed. A high school diploma and related data transcription experience are preferred.

Qualifications

• Knowledge of law enforcement terminology, codes, and abbreviations.
• Strong spelling, grammar, and editing skills.
• Ability to maintain security and confidentiality of information.

Responsibilities

• Listen to audio/video and type dialogue and sounds accurately.
• Ensure high accuracy and detail in transcripts.
• Contact report originators for clarification when needed.
• Review and edit transcripts for grammar and clarity.
• Maintain confidentiality and security of information.

Skills

Law enforcement terminology

English grammar/editing

Security/confidentiality

Transcription accuracy

Attention to detail

Education

High school diploma

English composition coursework

Tools

Transcription equipment

Computer-based reporting tools

Word processing

Job description

Job Description

Hiring Range: $22.05/hour to $27.56/hour

Job Description

Hiring Range: $22.05/hour to $27.56/hour

Prior related experience and internal equity factors will be considered when determining

the final hourly rate offered to the selected candidate.

General Definition Of Work

The Administrative Specialist II – Transcriptionist is responsible for transcribing audio and video recordings related to law enforcement activities into written documents. These recordings include law enforcement interviews with suspects, victims, and witnesses, 911 calls, and other law enforcement-related audio or video materials.

Examples of Duties

• Listens to audio recordings and types the dialogue and relevant sounds into written format. This may include accurately capturing the language, tone, and any background noises
• Ensures the transcription is completed with a high degree of accuracy and attention to detail
• Contacts originators of recorded/written reports to clarify or correct statements that cannot be resolved by critical review of original source materials
• Reviews and edits transcriptions for grammatical errors, clarity, and consistency, and ensures the documents accurately reflect the content of the audio
• Accesses departmental restricted-use databases and communications systems to locate essential information
• Handles difficult situations with assistance from the supervisor in making decisions on whether a report requires additional information or interpretation
• Maintains required physical security and confidentiality of information encountered or created during the course of assigned duties
• Often works under tight deadlines, as timely transcriptions can be critical in ongoing investigations and legal proceedings
• Prints and distributes transcribed reports to appropriately qualified individuals/agencies
• Utilizes PC with computer software as well as a headset and digital transcriber to transcribe statements
• Completes other administrative duties as assigned

Knowledge, Skills and Abilities

• Law enforcement-related terminology, acronyms, codes, and abbreviations typically appearing in oral and written communications
• Rules and practices of English language spelling, grammar, and editing
• Departmental requirements for maintenance of required security and confidentiality of information encountered in the performance of assigned duties

Skill In

• Use of transcribing and recording equipment
• Use of computer-based resources for preparing reports in required formats
• Understanding and interpreting voice recordings
• Proofreading of transcribed materials to determine the accuracy of transcription
• Prioritizing assigned work to meet legal and departmental requirements for accuracy and timeliness
• Performing operator-level servicing and maintenance of assigned recording/dictation equipment

Ability

• Ability to type a minimum of 55 wpm, excellent grammar/punctuation skills, and attention to detail
• Bilingual abilities are a preferred, but not required

Education and Experience

Combination of education and experience equivalent to graduation from high school supplemented by coursework in business management or English composition.

Minimum of one year of experience in data transcription or clerical support field involving heavy data processing.

Special Requirements

The selected candidate may be required to pass a polygraph examination, full background investigation, pre-employment medical exam including drug and alcohol screening.

Physical Requirements/Work Environment

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires reaching, sitting, standing, walking, grasping, and repetitive hand motions; vocal communication is required for expressing or exchanging ideas utilizing the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

Note: All employees are required to have direct deposit of their bi-weekly paychecks into one or more financial institution(s) of their choice. Information must be presented at time of hire.

Proper Identification must be shown at time of hire in order to complete the necessary paperwork for compliance with the Immigration Control and Reform Act of 1986.