Records Assistant

Keysso; Key West, Northern (FL, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Monroe County Sheriff's Office is seeking a Records Assistant for the Headquarters’ Building, Monday through Friday, 8 AM to 5 PM. The role focuses on producing, maintaining, and processing accurate records for law enforcement and court processes; duties include data entry, digital imaging prep, and clerical support under supervision.

Responsibilities include organizing reports, preparing case files for imaging, coding for UCR, and operating CJIS/FCIC systems.

Qualifications

• High school diploma or equivalent.
• Experience in record keeping and data entry.
• Experience with data entry devices and keyboards.

Responsibilities

• Files reports and records.
• Prepares case files for digital imaging.
• Fills forms, logs reports and copies as needed.
• Prepares paperwork from arrest folders.
• Enters and retrieves data in CJIS and FCIC/NCIC.
• Cross-reference warrants and extradition data.
• Process incident and expunges data as necessary.
• Answers phones and provides clerical support.
• Assist in training other Records Assistants.
• Sort inter-office and external mail.
• Conduct local background checks.

Skills

Typing 25 wpm

Data entry

Office equipment

English usage

Alphabetizing

Education

High school diploma

Tools

CJIS

FCIC/NCIC

Data terminals

Job description

Monroe County Sheriff’s Office has an opening at the Headquarters’ Building. This position is Monday through Friday from 8 AM to 5 PM.

This class involves the production, maintenance and processing of accurate, timely and complete records on information relating to a wide variety of law enforcement, corrections and court process activities. The work may involve data entry and retrieval; processing digital imaging; expunging criminal conviction data; bank deposits; processing summonses, subpoenas, notices to appear, and writs of execution; filing reports and providing any clerical support necessary to insure the timely processing of records, files, court orders and other paper work. Work is performed under the supervision of the district commander, director, or supervisor in accordance with established procedures.

QUALIFICATIONS REQUIRED:

High school diploma or equivalent. Sufficient office experience to have acquired skill and understanding of record keeping and data entry. Experience should include the operation of data entry devices, keyboards, duplicating machines, etc.

JOB COMPLEXITY:

Work is performed by completing assignments from the district commander, director or supervisor. Work requires the ability to locate, collect or derive information before acting.

CONSEQUENCE OF ACTIONS:

Perform routine functions which support processes internal to the Agency. Ensure confidential information relating to juveniles is not released. Failure to comply could result in a penalty of a $500.00, civil fine for divulging protected information.

ASSETS:

Work does not involve responsibility for significant assets.

WORK CONTROLS:

Work is performed independently, worker receives assignments which are checked periodically by the commander, director or the supervisor.

PERSONAL CONTACTS:

Contacts are with members of the agency, federal, state and local government agencies and daily contacts with people outside the Sheriff's Office.

SAFETY OF OTHERS:

Position does not involve any responsibility for the safety of others.

PHYSICAL EFFORT:

Position does not require any significant physical effort beyond that encountered in normal everyday activities.

Light lifting (up to 20 pounds)

HAZARDS:

Ordinary works surroundings that present no significant hazards.

WORK ENVIRONMENT:

Work is performed in a typical office setting.

SUPERVISORY AUTHORITY:

Work requires no significant supervisory authority.

PERSONNEL SUPERVISED:

Work requires no supervision of personnel.

ESSENTIAL JOB FUNCTIONS:

Files any of a variety of reports, forms and records.

Prepares case files for transfer to digital imaging.

Fills out forms, logs reports and performs copying as necessary.

Prepares paper work from arrest folders.

Classifies reports for Uniform Crime Reporting to ensure proper coding.

Enters and retrieves data from the Criminal Justice Information System (CJIS) and the Florida and National Information Systems (FCIC).

Cross-reference subjects concerning warrants and extradition data available.

Processes incident and accident reports and expunges criminal arrest data as necessary.

Checks forms, records and reports to ensure that information is correct and complete.

Answers telephones and provides other clerical support as directed.

Assists in training other Records Assistants and in monitoring data entries for completeness and accuracy as required.

Performs related work as required.

Sort inter office and outside mail.

Conduct local background checks.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of office practices and procedures.

Knowledge of correct English usage.

Knowledge of filing and basic record keeping.

Ability to read and follow instructions.

Ability to type at a moderate speed (25 wpm) and operate standard office equipment.

Ability to alphabetize, code, numerically rank, sort and batch.

Ability to operate data terminals.

Ability to use reference materials, manuals and guides related to the work.

REQUIREMENT:

Required to obtain the Florida Department of Law Enforcement (FDLE) National Criminal Information Center / Florida Criminal Information Center NCIC/FCIC certification.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

The Monroe County Sheriff's Office does not discriminate on the basis of race, color, religion, sex, national origin, ancestry, age, veteran status, marital status, familial status, sexual orientation/preference, gender identity, gender expression, political beliefs, disability/handicap, genetics or any other characteristics protected by local, state, or federal law in employment or the provision of service.

Reasonable accommodations will be made for otherwise qualified individuals with a disability