Sheriff's Record Specialist

Maricopa County, AZ - Phoenix, AZ3.6

Position Overview

Now is your chance to join the Maricopa County Sheriff's Office as a Record's Specialist. In this role, high importance is placed on ensuring public trust and confidence by providing services that are prompt, efficient and delivered by an individual who considers the impact of their actions on an individual, team, organizational and public service level.

The Sheriff's Record Specialist provides critical, statutorily mandated access and verification services through the maintenance of a central repository of criminal arrest warrants and other court sanctioned injunctions for Maricopa County. This substantial responsibility requires a Records Specialist to have a strong work ethic and be committed to quality, customer service and attention to detail in order to ensure documents are handled properly and timely as errors may result in liabilities which include, but are not limited to, loss of life or financial liability for wrongful arrest. Accuracy in the Record Specialist's proper validation of warrant entries is required so warrants are not removed from the National Crime Information Center (NCIC) database.

Position Qualifications Minimum education and/or experience:
High school diploma or GED and two (2) years' experience performing office, administrative, and clerical duties. Post-secondary education may substitute for the required experience on a year for year basis. Must attach a typing test certification from a government agency, an employment agency, a college, a vocational school, or a public school system to the online application. Certificates obtained from typing sites available on the Internet are not acceptable for verification of typing speed.

Specialized training, certifications, and/or other special requirements:
Must be able to type a minimum of 35 words per minute as demonstrated by a typing test certification attached to the online application. Applicants are responsible for ensuring certification of typing ability is uploaded at the time of application. For more specific information on methods for satisfying the typing requirement, click here for further information.

Knowledge, skills, and abilities:
Knowledge of:
  • administrative and clerical procedures and systems such as word processing, managing files and records, transcription, and other office procedures and terminology
  • data entry equipment and office practices and procedures
Skill in:
  • the operation office equipment including, but not limited to, typewriter, dictation or transcribing equipment, calculator, fax machine, printer/copier and computer terminal
  • in giving full attention to what other people are saying, taking time to understand points being made, asking questions as appropriate and not interrupting at inappropriate times
  • verbally communicating with others to convey information effectively
Ability to:
  • accurately prepare and maintain records, files and report
  • speak to different audiences including supervisors, coworkers and the public
  • write in a clear, concise and organized manner, using the most suitable format for the material and audience
  • exercise judgment and care in supplying information from files and records.
  • prepare statistical reports
  • establish and maintain constructive and cooperative working relationships with individuals from the public, and all levels of the organization
Preferred education and/or experience:
Experience processing law enforcement, legal, or court records.

Working conditions:
May be required to work in close proximity to inmates/sex offenders. The Sheriff's Office is a 24/7 operation; which requires the ability to work rotating shifts, weekends, and holidays with the potential for rotating days off.

Within six (6) months of employment or assignment must train, functionally test and affirm the proficiency of terminal operations to assure compliance with Federal Bureau of Investigation (FBI) CJIS policy and regulations, and successfully retest every two (2) years. Required to participate in a polygraph examination and extensive background review. Training provided on-the-job: FEMA NIMS – IS 100 and 700; OSHA Training and ADP Payroll System Training.

Essential Job Tasks
  • Maintains and updates of the Sex Offender Registration system, including, but not limited to: entering data within ten days of conviction or entrance into the county fingerprinting and photographing subjects; making notification to the law enforcement agency of jurisdiction; and address changes within three days.
  • Updates and maintains the NCIC database, including, but not limited to: the immediate update of records (not to exceed three days) regarding stolen vehicles, guns, missing persons, stolen license plates.
  • Confirms NCIC available 24/7 as to the validity of warrants – 10 minutes for urgent requests; 60 minutes for routine requests.
  • Clears NCIC warrants – when the record is no longer valid.
  • Trains NCIC, functionally test and affirms terminal operator proficiency to assure compliance with Federal Bureau of Investigation (FBI) CJIS policy and regulations.
  • Maintains repository for verification of Domestic Violence Orders of Protection, 24/7.
  • Records and reports all information on stolen and recovered vehicles to the Department of Public Safety (DPS).
  • Documents and provides Maricopa County Department of Transportation (MCDOT) with copies of traffic accident reports.
  • Notifies victim of the arrest, date, and time of the subject's initial appearance in court.
  • Notifies victims and responsible law enforcement agency of impending incarceration.
  • Provides information to DPS and update files concerning crimes that manifest evidence of prejudice (hate crimes).
  • Supplies DPS Central Repository such information as necessary to operate the Uniform Crime Reporting (UCR) program.
  • Fingerprints and provides ID badges for the Ordinance for Adult Oriented Businesses and Adult Service Providers.
  • Orders expunging records for wrongly arrested or indicted persons.
  • Notifies persons of summons and report to Grand Jury Exhibits daily by noon of summonses served so records can be unsealed.
  • Provides customer service to the public via telephone and at service counter.
  • Maintains multiple filing systems including card indexes.
  • Researches and analyzes records and files for criminal data, to include the Records Management System (RMS).
  • Processes all requests for reports: copies, indexes, distributes, microfilms and runs dispatch.
  • Maintains and log daily statistical reports; code reports according to FBI UCR procedures.
  • Types non-confidential and other forms.
  • Processes Public Records Requests.
  • Retrieves data from microfilm; verifies and data entry.
  • Prepares warrant worksheets; assigns active warrants; purges expired warrants, etc.
  • Confirms, clears, cancels, modifies all warrants and distribute by fax; sorts and logs Grand Jury warrants and summonses.
  • Distributes and processes canceled warrants.
  • Replies to Hot File confirmations; enters into NCIC; annual Hot File validation.
  • Sends and receives teletypes.
  • Issues Emergency Order of Protection numbers for all agencies within Maricopa County.
  • Processes Orders to Quash.
  • Sends teletypes, enters NCIC and creates wanted bulletins for escapes.
  • Researches and identifies inmates in all MCSO jails and distribute notices.
  • Maintains daily statistical reports.
  • Researches/updates/corrects booking data and criminal history in the Jail Management System (JMS).
  • Provides fingerprinting services to the general public.
  • Receives monies and issues receipts.
  • Operates the automated mug shot system.
  • Be present at work site to perform assigned tasks at the times and dates scheduled and/or assigned by the supervisor.

Selection Procedure The Maricopa County Human Resources Department reserves the right to admit to the selection process only those candidates considered to be the most highly qualified. Those selected will be assessed based on evaluation of listed education and experience. The hiring authority will interview and select the successful candidate from a list provided by Human Resources.

All offers of employment made to new hires and rehires at Maricopa County are contingent upon successful completion of a post-offer, pre-employment thorough background investigation. A background investigation is conducted on a current employee who changes to a Safety Sensitive Position or one having the potential for serious adverse impact on the integrity or efficiency of the County. These requirements do not pertain to employees of elected officials who undergo background investigation processes administered through their respective offices.

Typically, successful candidates are hired at a salary rate up to midpoint of the range, based on applicable experience, internal equity and budgetary allowances.