Job Description

Sr. Records Specialist

Montgomery County Sheriff's Office

The scope of this job is to support emergency response.

The responsibilities of this job are associated with clerical support to operations The general duties at this grade are-

1. to perform, under immediate or general supervision, moderately difficult and responsible work in office, business, or fiscal operations, or comparable subordinate technical work in a professional, scientific, or technical field, requiring in either case-
2. a moderate amount of training and minor supervisory or other experience;
3. good working knowledge of a special subject matter or a limited field of office, laboratory, engineering, scientific, or other procedure and practice; and
4. the exercise of independent judgment in accordance with well-established policies, procedures, and techniques; or
5. to perform other work of equal importance, difficulty, and responsibility, and requiring comparable qualifications.

Notes: This position is supervised by a Corporal, Sergeant, Lieutenant, Captain, or Assistant Chief Deputy; dependent upon job post. This position involves duties associated with clerical support to operations or support to operations in a specific technical role; and to support emergency response associated with those duties. This position performs a specialized or technical role in addition to the Jail Records Specialist position, to include centralizing a wide variety of jail records for storage and retrieval; managing inmate arraignment appearances, inmate timesheets, and documents coming from the courts. Must possess, and maintain knowledge, skills and abilities to perform the job. NCIC certification is required. Performance is reviewed through supervisory observation and discussion, review of work product, and results obtained.

Positions may require work on rotating shifts, including nights, weekends, and holidays. Duties are generally performed on an assigned shift at an assigned facility or administrative post, but may continue beyond the end of shift, or become special work assignments on other shifts or at such times as directed to best fill the efficient and effective operations of the Sheriff's Office.

Residency in Montgomery County is not required.

This job is not subject to a mandatory retirement age at 60 years of age, or at 62 years of age and in an administrative or supervisory position that requires less than 50 percent of the member's duties to be involved in day-to-day law enforcement of correction activities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Any tasks or activities consistent with the job title, general description, and education, training, and experience.
• Accurately prepare records and reports.
• Assists in the training of personnel.
• Knowledge and practical application of Sheriff's Office Policies, Procedures, and Guidelines Manual.
• Participates in Sheriff's Office recruitment and community relations activities as directed.
• Provides courtroom testimony.
• Ensures agency is properly compensated for housing state inmates. Routes all court orders to appropriate state/local agencies.
• Attend local court proceedings for inmate sentencing dispositions. Serves as subject matter expert on inmate calculations.
• Submits inmate sentencing credits to TDOC.
• Documents/coordinates TDOC/Federal/Military intake/transfers/release. Submits warrant request for failure to comply with court orders.
• Advise leadership regarding inmate population climate, and security threats Conduct Criminal History Check.
• Positively identify the person, place, time, arresting authority, and reason for the arrest. Photograph arrestees and inmates for intake processing.
• Ensure the property of each arrestee is properly documented, recorded and secured.
• Ensure the custody and care of all arrestees regarding intoxication, injury, and classification. Accurately transfer court proceedings into jail management software system.
• Serve as agency Fiduciary.
• Receive and account for all court orders directing inmate actions.

KNOWLEDGE, SKILLS, AND ABILITIES

These lists are not intended to be all-inclusive, and the employer reserves the right to amend them as deemed necessary. Responsibility may not attach for every item listed.

• Ability to execute any tasks or activities consistent with the job title, general description, and education, training, and experience.
• Ability to act with firmness, tact and impartiality and to deal courteously with the public.
• Ability to calmly and systematically elicit critical information from individuals who may be injured or highly emotional.
• Ability to communicate clearly and concisely, orally, and in writing.
• Ability to meet requirements of basic, periodic, and specialized training in all areas.
• Ability to perform all functions of the job without posing a direct threat to the health or safety of self or other individuals in the workplace.
• Ability to prepare and present clear, accurate, concise and objective written and oral reports.
• Ability to react quickly and calmly in emergencies.
• Ability to render physical assistance in emergencies.
• Ability to understand, express, and carry out oral and written instructions.
• Ability to use a variety of office and computer equipment and related software to complete job requirements.
• Ability to work closely with others as a team.
• Knowledge of applicable state statutes, laws, rules, and regulations to perform the duties and responsibilities associated with the job.
• Skill in the proper, efficient, and safe utilization or operation of any commonly used or issued equipment associated with the job. E.g. - vehicles, computers, firearms, radios, telephones, etc.

Minimum Education, Training, and Experience

• High School diploma or GED is required.
• A valid driver's license is required.
• Must possess, and maintain knowledge, skills and abilities to perform the job.
• Two or more years of requisite experience, or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job.

Minimum Qualifications or Standards Required to Perform Essential Job Functions

Physical Requirements: Physical demand job requirements are at levels of those for sedentary work. Physical ability to operate any equipment associated with this job is required. Physical ability to use body members to work, move, or carry objects or materials is required. Physical ability to lift and carry weight, or exert force in excess of 40 pounds is required.

Data Conception: Requires the ability to compare and/or judge the readily observable functional, technical, structural, or compositional characteristics; whether similar to or divergent from obvious standards of data, people, or things.

Interpersonal Communication: Requires the ability to speak and signal others in order to convey ideas or information, and to hear the spoken word and process a signal. Examples include giving or receiving orders, or giving directions or relaying information to coworkers.

Language Ability: Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures. The ability to write reports with proper format, punctuation, spelling, grammar, and all parts of speech is required. The ability to speak with and before others with poise, voice control, and confidence using correct English and a well-modulated voice is required.

Intelligence: Requires the ability to learn and understand basic principles and techniques, to make independent judgments in absence of supervision and to acquire knowledge of topics related to the job.

Verbal Aptitude: Requires the ability to record and deliver information to others, to explain procedures and policies, and to follow verbal and written instructions, guidelines and objectives.

Numerical Aptitude: Requires the ability to add and subtract totals, multiply and divide, determine percentages, determine time and weight and utilize statistical inference.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes in using equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. The ability to use one hand for twisting or turning motion while coordinating the other hand with different activities is required. Average levels of eye/hand/foot coordination are required at minimum.

Interpersonal Temperament: Requires the ability to interact with diverse audiences beyond giving and receiving instructions, e.g. - such as in interpreting departmental policies and procedures. Ability to perform under minimal stress when confronted with an emergency is required

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