Sheriff Records Clerk

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

Job summary

Santa Fe County in Santa Fe, NM seeks a detail-oriented administrative assistant to perform clerical tasks, maintain records, and respond to information requests. The role involves filing, data entry, mail runs in a county vehicle, and coordinating with attorneys, courts, and public agencies.

Strong organization and communication are essential. Responsibilities include handling forms, reports, deposits, and DWI packets, while training new hires and supporting various assignments as needed.

Qualifications

• Office experience with filing, data entry, and records management.
• Ability to type accurately at least 50 wpm and follow written and verbal instructions.
• Strong communication skills and ability to work with the public and agencies.

Responsibilities

• Process forms and prepare reports; maintain records.
• Prepare, edit, and review correspondence; compile data.
• Handle mail runs in county vehicle.
• Respond to public requests for incident reports.
• Communicate with attorneys, courts, and agencies.
• Process payments and deposits.
• Answer phones and greet visitors.
• Prepare statistical reports and background checks.
• Maintain logs for arrests, citations, and other records.
• Train new hires.
• Assist with special assignments.

Skills

Typing 50 wpm

Verbal & written comms

Records management

Multitasking under pressure

Public interaction

Training personnel

Education

High school diploma or equivalent

Defensive Driving certification

Tools

MS Word

MS Excel

MS Access

Database software

Job description

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

• Prepares, edits, and reviews correspondence, reports, invoices, and other documents; compiles readily accessible data.
• 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 accident and incident reports; performs research to complete requests.
• Responds to discovery requests; communicates with attorneys, courts and outside agencies as needed.
• Processes payments and prepares deposits.
• Answers incoming telephone calls and greets in-person visitors, determines nature of business, and responds or directs to appropriate personnel.
• Prepares and verifies statistical reports.; performs background checks; processes and completes DWI packets.
• Reviews and processes all incoming paperwork; maintains logs and records including those for arrests, citations, expungements, alarm permits, and tow liens.
• Trains new hires.
• Assists with special assignments as necessary.

Knowledge/Skills:

• Knowledge of spelling, punctuation, grammar, basic math, and modern office methods; of records management.
• Skill in training personnel.
• Ability to type accurately from plain copy at a minimum of 50 words per minute; and 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 prepare accurate, complete and legible reports.
• Ability to communicate effectively, both verbally and in writing.
• 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 plan and organize work; to handle confidential matters; and to handle stressful situations in a courteous and helpful manner.

• High school diploma or equivalent.
• Must obtain and maintain Defensive Driving certification within three (3) months of hire.

Working Conditions:

Work is performed frequently in an office environment and occasionally outdoors in varied weather conditions with exposure to dust, fumes, airborne particles and/or allergens. Work occasionally involves high risk or potentially dangerous situations, excessive noise, and hostile individuals. While performing the duties of this job, the employee regularly is required to stand, walk, and sit; use hands to finger, handle or feel; reach with hands or arms; climb or balance; stoop or crouch; and talk or hear. Ability to lift up to 50 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.