Records Management Specialist

Seattle, WA, United States

This recruitment will establish an employment list (valid for one year) to fill current and future Records Management Specialist vacancies within the Sheriff's Office.

This is an exciting opportunity to join the King County Sheriff's Office providing records services to a diverse group of internal and external customers. The responsibilities of this position include; performing specialized law enforcement and other criminal justice records queries, maintenance, verification and retrieval in response to internal and external customer requests, finger printing, and maintaining records related to law enforcement functions. The Records Management Specialist will work independently to conduct extensive in-depth research and investigation, accessing various criminal justice databases, while applying applicable state and federal laws.

Requirements

Job Duties

• Serve as the first line liaison to internal and external contacts; work with the public in person (or over the phone) in a high volume, high stress, and deadline driven environment.

• Receive and process various license applications from a variety of sources (gun dealers, citizens, resident and non-resident aliens). Search multiple databases to verify applicant criminal history and eligibility. Provide information as needed regarding alien firearm license applicants and concealed weapons permit/dealers licenses to Department of Licensing (DOL) and National Insta-Check System (NICS). Research and prepare firearm license denials/revocations/suspensions and Involuntary Treatment Act notification management as required by state and federal laws. Notify customer of results.

• Communicate standard services, processes, and procedures using prescribed or established guidelines to both internal and external customers.

• Fingerprint the public for concealed pistol licenses, taxi applicants and other non-applicant purposes.

• Perform auditing and processing duties related to the National Incident Based Reporting System (NIBRS) to include intensive research on case files while coordinating with multiple internal departments and outside agencies.

• Review and pre-approve online reports submit through the Cop-logic database to ensure policy compliance.

• Research and process Protection Order entries, modifications, deletions within the NICS Indices management system.

• Receive and comply with court orders to seal juvenile records and vacate adult records in accordance with legal requirements and department policies.

• Validate and modify National Crime Information Center (NCIC) data on stolen vehicles, watercraft, weapons, contact victims to ensure accuracy, modifying NCIC records, and work closely with internal units and external agencies upon recovery of said items.

• Conduct records checks via multiple local, state and national criminal justice and law enforcement databases. Compile information to be released based on the type and purpose of background check, and state law regarding rules of criminal history dissemination. Prepare appropriate and lawful disclosure of case files to citizens and other entities in accordance with state and federal laws (Required Code of Washington (RCW), Washington Administrative Codes (WACs), federal regulations, and case law regarding public disclosure).

• Receive and process a high-volume of records requests submitted by a variety of sources such as insurance companies, other law enforcement agencies, various governmental agencies including the courts, and internal requestors. Apply appropriate state and federal laws regarding disclosure where applicable.

• Accurately enter and retrieve complex information from various law enforcement and criminal justice databases; analyze records for accuracy and update inconsistent information.

• Receive and enter completed citations and perform monthly audits.

• Electronically file/scan case reports and other case related documents. Prepare case files for physical and/or electronic secure storage according to retention schedules. Some reports or images may include content that is disturbing or traumatic in nature.

Qualifications

Experience, Qualifications, Knowledge, Skills

• Two years of office clerical experience, with duties that include public contact, computer usage, phones and filing, processing information requests.

• Proven ability to preserve confidentiality and integrity of sensitive records.

• Demonstrated experience in data entry and computer query procedures using a variety of software applications such as Microsoft Office Suite (Excel, Word and Outlook).

• Ability to read, review, and interpret complex documents; including laws, codes and policies and procedures to make critical decisions

• Ability to determine proper application of records disclosure/dissemination laws

• Ability to work independently and accurately, managing multiple priorities and competing deadlines.

• Ability to communicate effectively both orally and in writing

• Ability to maintain the confidentiality and integrity of sensitive information while providing reliable information to the public in a timely and confidential manner using tact and diplomacy.

• Demonstrated strong customer service skills; verbal and written communication and interpersonal skills, the ability to provide program specific information such as rules, regulations, and policies to customers and a variety of individuals from diverse backgrounds in person, or via written or electronic communications.

• Demonstrated ability to follow written directives and established protocols.

• Ability to handle complex records, codes and procedures in a very high volume work environment.

• Demonstrated experience and ability working both independently and in a team environment and able to prioritize work and meet conflicting deadlines

• Required to type at minimum of 35 WPM

Highly Desired Qualifications:

• Previous experience in a law enforcement agency, or in a related field with frequent exposure to law enforcement or criminal justice agencies

• Experience with public disclosure requests

• Research experience that includes data collection

• Records retention experience

• Experience working with National Incident Based Reporting System (NIBRS).

• Knowledge of the various agencies (local, state, national) responsible for maintaining and tracking criminal information, including firearm transactions and other transactions that may require additional checks at state and federal levels.

• Experience taking fingerprints with ink or electronic scan.

Location

516 3rd Ave W116

Seattle , WA 98104

United States

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