RECC Records Clerk

Santa Fe County NM; Santa Fe (NM); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Life Insurance

Accidental Death & Dismemberment (AD&D

Voluntary Life and AD&D

Short-Term Disability

Long-Term Disability

Flexible Spending Account (FSA)

Employee Assistance Program (EAP)

Gym Membership

Job summary

Santa Fe County is seeking a detail-oriented Records Clerk to perform clerical tasks, data entry, and records management. You will handle NCIC records, assist with audits, provide background checks, and respond to public requests for information.

The role requires high school diploma and at least one year of related experience. Candidates must maintain confidentiality and work with various courts, agencies, and staff in a county office.

Qualifications

• High school diploma or equivalent required.
• Minimum of 1 year experience in records management or related field.
• Ability to handle confidential information and comply with legal standards.
• Experience with NCIC data entry and audits preferred.

Responsibilities

• Prepare, edit, review correspondence and documents; compile data.
• Enter, modify, validate, and cancel records in NCIC; perform quality control.
• Validate records by contacting courts, the public and law enforcement.
• Assist with FBI/State audits to ensure compliance.
• Provide testimony when necessary regarding NCIC duties.
• Complete background checks on new hires.
• Assist with IPRA requests and payments.
• Respond to public requests for dispatch records; file and research.
• Answer calls and greet visitors; direct inquiries.
• Maintain logs and records for warrants, IPRA; process paperwork.
• Attend training sessions and maintain confidentiality.
• Support RECC Director/Deputy Director on various projects.

Skills

Data entry

Records management

Attention to detail

Communication skills

Time management

Follow instructions

Education

High school diploma or equivalent

Tools

NCIC system

Word processing

Spreadsheet software

Database software

Job description

Primary Purpose

Performs a variety of clerical functions including data entry, processing forms, maintaining records, and responding to requests for information.

Essential Job Functions

• Prepares, edits, and reviews correspondence and other documents; compiles readily accessible data.
• Enters, supplements, modifies, clears, validates, and cancels records in NCIC. Conducts quality control by reviewing entries and making corrections.
• Validates NCIC records by contacting the Courts, the public and Law Enforcement agencies. Assists in maintenance of the record keeping system for validations; updates status of records manually and on-line using the Internet.
• Assists with preparation for and cooperates in all FBI/State audits to ensure federal compliance.
• Provides legal testimony, when necessary, in relation to the above NCIC duties.
• Completes accurate background checks on all new hires.
• Assists in preparing and producing discovery and Inspection of Public Information Act (IPRA) requests and payments.
• Performs a mail/document run periodically in a county-owned and maintained vehicle.
• Performs various clerical duties including filing, key entry, and responding to public requests for dispatch records; performs research to complete requests.
• Responds to discovery requests; communicates with attorneys, courts and outside agencies as needed.
• Answers incoming telephone calls and greets in-person visitors, determines nature of business, and responds or directs to appropriate personnel.
• Reviews and processes incoming paperwork; maintains logs and records including those for warrants, discovery, public records requests, and inter-agency requests.
• Attend seminars, workshops, and periodic training classes.
• Maintain confidentiality of all information.
• Assists the RECC Director and RECC Deputy Director in various projects as requested.

Knowledge/ Skills:

• Knowledge of spelling, punctuation, grammar, basic math, and modern office methods; of records management.
• Knowledge in records management systems.
• Knowledge of computers and electronic data processing
• Ability to understand and carry out verbal and written instructions.
• Ability to operate various word-processing, spreadsheet, presentation, and database software programs, as well as copiers, scanners, and calculators.
• Ability to communicate effectively, both verbally and in writing.
• Ability to establish and maintain effective working relationships with coworkers, supervisors, the public.
• Ability to handle multiple projects and meet deadlines; to establish and maintain working relationships with associates, other agency units, and the public; to perform clerical tasks rapidly and accurately.
• Ability to perform work accurately and to follow oral and written instructions and guidelines.
• Ability to organize and prioritize numerous tasks.
• Ability to analyze data and write reports.
• Ability to plan and organize work; to handle confidential matters; and to handle stressful situations in a courteous and helpful manner.

Minimum Qualifications

• High school diploma or equivalent.
• One (1) year of experience related to maintaining, managing or keeping records in either electronic or paper form.

Supplemental Information

Working Conditions

Work is performed in an office environment while performing the duties of this job, the employee regularly is required to stand, walk, and sit; and talk or hear. Ability to lift up to 20 lbs. Clarity of vision at long distance and short distance is required. Evening, holiday, and weekend work may be required.

Conditions Of Employment

Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Fingerprinting by the New Mexico Department of Public Safety will be required; employment is conditional pending results. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties. Candidate must obtain and/or maintain all certifications required.

Santa Fe County is an Equal Opportunity Employer. It is the policy of Santa Fe County to ensure equal employment opportunity to all persons regardless of race, color, age, physical or mental handicap, sex, national origin, ancestry, religion, serious medical condition, sexual orientation, gender identity, genetic information, or political affiliation

Benefits Offered

• Medical
• Dental
• Vision
• Life Insurance
• Accidental Death & Dismemberment (AD&D) Insurance
• Voluntary Life and AD&D
• Short-Term Disability
• Long-Term Disability
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Gym Membership