Sheriff's Office Support Positions

Nigel Wright Consultancy Ltd (UK); Kelso (WA); On-site; USD 40,000 - 55,000; Full time

Job summary

The Cowlitz County Sheriff's Office is seeking a Support Specialist/Law Records Specialist to handle clerical duties, records maintenance and public inquiries for 24‑hour operations. The role includes processing warrants, disclosures, and gun‑related license checks, with oversight via a Civil Service process.

Responsibilities include data entry for reports and FBI submissions, court paperwork, and assisting with public records requests while maintaining strong attention to detail and customer

Qualifications

• High School Diploma or equivalency.
• Pass Level 4 ACT/Work Keys – NCRC tests through Lower Columbia College or provide a passing certificate.
• Background and criminal history investigation required.
• Extensive filing experience; accurate record keeping.
• Type at least 50 WPM.

Responsibilities

• Provide excellent customer service to law enforcement, constituents and the public in person, by phone, radio, and email.
• Enter, modify, locate and clear warrants and restraining orders in WACIC/NCIC.
• Enter, modify, locate and clear stolen property, officer safety information, vehicles, missing people and other items in WACIC/NCIC.
• Run background checks for gun-related licenses and transfers.
• Perform data entry for police reports and FBI IBR monthly reporting.
• Maintain property/evidence records and assist with court disclosures.

Skills

Data entry

Customer service

Record keeping

Communication skills

Education

High School Diploma or equivalency

Pass Level 4 ACT/Work Keys (NCRC)

Tools

WACIC/NCIC

Office equipment

Job description

This position maintains law enforcement records for the Cowlitz County Sheriff’s Office which includes assisting and answering inquiries from local law enforcement agencies as well as other criminal justice, county agencies, and the general public. This position processes concealed pistol licenses, public disclosures, entry of warrants and protection orders and law enforcement reports. This position handles phones and other clerical duties after hours for local law enforcement agencies in Cowlitz County.

Other agencies:

Probation, Superior Court, District Court, Prosecuting Attorney’s Office, City Attorney’s Office, and the Jail.

Local law enforcement:

Cowlitz County Sheriff’s Office, and City Police Departments of Longview, Kelso, Kalama, Castle Rock, Woodland.

This position REQUIRES applicants to pass a test – NCRC Work Keys, no later than 10/30/2026. Applications can be submitted before testing.

The Civil Service Commission is authorizing testing for the position of Support Specialist/Law Records Specialist and as such required to complete the ACT/Work Keys examine. This is for the purpose of creating an eligibility list which is available for a minimum of one year. The top candidates are ranked by score, which also includes a panel interview, and certified by the Civil Service Commission when an opening occurs. Please keep in mind, being placed on this list is not a guarantee of current or future employment.

*Clerical Exam

Applicant must pass Level 4 (Silver Level) or higher of each of the three (3) ACT/Work Keys – National Career Readiness Test (NCRC). Cowlitz County has partnered with Lower Columbia College (LCC) in Longview, WA, to facilitate the testing process. Test scores are good for 5 years.

Test Cost is $90.00

LCC Testing is available 10:00 am to 5:00 pm, Monday through Thursday and closed on LCC observed holidays.

Testing is available by appointment only.

Applicants must take the NCRC tests no later than 3 business days after the job announcement closes.

1. Work shiftwork will include a dayshift or nightshift position for 24-hour operation, including weekends, nights, overtime, and holidays.
2. Provide excellent customer service to law enforcement agencies, constituents, and the public in person, over the phone/radio and via email.
3. Enter, modify, locate and clear warrants and restraining orders in WACIC/NCIC after thorough preparation of appropriate documents.
4. Enter, modify, locate and clear stolen property, officer safety information, stolen vehicles, missing people and other items into WACIC/NCIC.
5. Run thorough background checks for all gun related licenses (concealed pistol licenses, applications to transfer a pistol, federal firearms dealer applications, silencers, etc.).
6. Accurately perform data entry of police reports, ensuring proper information is provided for monthly IBR report submitted to the FBI.
7. Case management to Prosecuting Attorney and other outside agencies.
8. Take public disclosure requests and process them, including compilation of information, redacting, approving and releasing information according to Washington State Public Disclosure Laws and Regulations.
9. Routinely search for information for officers/deputies and dispatch through several available computer systems.
10. Accurately file and access documents by alphabetical and numerical order.
11. Assist with deputy and SWAT team callouts when requested
12. Operates office machines such as: personal computers with several software programs, calculator, photocopier, multi-line telephone, facsimile transmission devices, state and county computer terminals and other office equipment. The Specialist may transcribe statements and reports from recordings and assist in bookkeeping and purchasing of office supplies. The Specialist may type correspondence.
13. Greet the public and answering incoming telephone calls. This involves answering questions, receiving complaints, issuing concealed pistol licenses, specialized forest harvesting permits, and other permits, forms, and reports as necessary.
14. Bookkeeping duties include: receiving of invoices from various creditors, matching purchase orders and accurate record keeping of monies spent by the Sheriff's Office. Keeps accurate monthly records by fund and processes the invoices for their payment.
15. Maintains sexual offender registration computer entries and files.
16. Processes and bills for the service of civil documents. The processing of civil documents involves entering the information into the computer and printing out the needed forms. The Specialist also keeps statistical information for the Civil Bureau. Prepares correspondence and projects, as directed by the Administration.
17. Maintain accurate records of the storage location of all property/evidence so that it is readily available to the courts or investigators. Work with the State Crime Lab for testing and proper chain of custody. After the conclusion of the court process and when the property/evidence is released by the Prosecuting Attorney's Office, it is returned to its rightful owner and/or disposed of in accordance with RCW statutes.
18. Could be required to testify in court.

1. High School Diploma or equivalency.
2. Must pass Level 4 (Silver Level) of each of the 3 ACT/Work Keys – National Career Readiness Tests (NCRC) through Lower Columbia College (LCC) or provide a passing NCRC Certificate. Current employees of Cowlitz County, outside of the Sheriff’s Office must also pass the 3 ACT/Work Keys – National Career Readiness Test to be considered for this Civil Service position
3. Pass a background and criminal history investigation.
4. Complete a class and pass ACCESS Level I or II certification (depending on classification), which will require re-certification every two years (training provided on the job).
5. Extensive filing experience, maintaining hard copy and electronic records.
6. Type at least 50 WPM.

1. Understand rules of dissemination for requests of records/reports by outside agencies, case parties, and the general public.
2. Must have good written and verbal communications skills. Able to maintain accurate records. Organizational skills.
3. Able to handle a multi-task work environment, and manage stress related to work duties and work environment.
4. Ability to handle job stress and interact effectively with others in the workplace.