Records Specialist - Sheriff's Office

Rice County; Faribault (MN); On-site; USD 33,000 - 47,000; Full time

Job summary

Rice County is seeking a Records Specialist to maintain police records, transcribe confidential interviews, and support Investigations and the Jail Administrator. The role requires attention to detail and proficiency with data systems and records requests.

Responsibilities include preparing reports, operating MINCIS/NCIC, managing the cash drawer, and providing timely responses to inquiries while maintaining professional conduct with the public.

Qualifications

• High school diploma or equivalent required; 1–3 years clerical experience preferred.
• Proficiency in MS Excel and PowerPoint.
• Knowledge of Minnesota Data Practices Act.

Responsibilities

• Maintain police records and reports with accuracy and timeliness.
• Compile statistics and produce periodic and year-end reports.
• Operate MINCIS and NCIC computer systems.
• Respond to inquiries from citizens, employees and others; direct as needed.
• Serve as cashier and balance cash drawer weekly.
• Process records requests from the public, attorneys, social services, corrections, media, probation, and other agencies.
• Maintain organized records for quick accessibility.
• Assist with civil process clerical duties and administrative support for Investigations and Jail Administrator.

Skills

MS Excel

PowerPoint

Minnesota Data Practices Act

Education

High school diploma

Associate’s degree in business administration or office support

Tools

MINCIS

NCIC

Access database

Job description

**OPEN TO INTERNAL RICE COUNTY EMPLOYEES ONLY**

The Records Specialist maintains a variety of police records and files in an updated and accurate status to ensure they are accessible for information as requested. Performs a variety of clerical and administrative work for Investigations, the Jail Administrator, Correctional Officers, Deputies, and law enforcement administration. Transcribes confidential electronically recorded interviews for major crimes and internal investigations. Maintains professionalism with the public.

• Prepares and maintains police records and reports.
• Compiles statistics and provide periodic reports and a year-end report.
• Operates the MINCIS and NCIC computer systems.
• Responds to inquiries from citizens, employees and others; and refers when necessary to appropriate persons with public and assists with their requests.
• Serves as cashier and receives payments for records; balances cash drawer weekly.
• Processes requests from the public, attorney’s offices, social services, corrections, media, probation, insurance companies and HRA.
• Maintains records in assigned area to ensure timely accessibility.
• Assists as needed in civil process clerical duties, evidence, and administrative assistant duties; provides administrative support to Investigations and the Jail Administrator.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

The position requires a high school diploma, and one to three years of clerical experience, or equivalent; proficiency in MS Excel and PowerPoint applications; and knowledge of Minnesota Data Practices Act.

PREFERRED QUALIFICATIONS

Post-secondary training or associate's degree in business administration or office support. Experience with state computer database CJIS/NCIC and Access database computer program. Knowledge of law enforcement and court system. Knowledge of Minnesota Data Practices Act.

• HIRING RANGE / UNION: $24.17 -$33.83 per hour / GU – Grade 6
• HOURS: Full-time hours equal 40 hours per week. Normal business hours are 8:00 am - 4:30 pm, Monday – Friday.