Records Management Specialist
- Summary
WHO MAY APPLY: This position is open to the public.
NOTE: Per the Civil Service rules, this recruitment will create an eligibility list to fill future vacancies of the same classification (valid for one year) within the Sheriff's Office.
For application instructions and requirements, specific to Sheriff Office positions, please visit Civil Service Application Requirements.
This position is a civil service position, for information regarding King County Civil Service Rules you can access these rules at Civil Service Rules.
WORK SCHEDULE: This full-time, Civil Service position is FLSA non-exempt and is overtime eligible with prior supervisor approval. Typical work hours are 40 hours per week, Monday through Friday, but shifts may vary by assignment. Additional hours may be necessary to respond to workload needs, which may include evenings and weekends.
CONTACT INFORMATION: If you have questions regarding this job announcement, please contact Civil Service HR Analyst Michelle Kobuki by email at michelle.kobuki@kingcounty.gov or 206-477-4740.
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.- 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 and notify applicants of the result of their application. 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).
- Communicate about standard services, processes, and procedures using prescribed or established guidelines
- Fingerprint the public for concealed pistol licenses, taxi applicants and other non-applicant purposes.
- Perform auditing and processing duties surrounding the National Incident Based Reporting System (NIBRS) to include intensive research on case files while coordinating with multiple internal departments and outside agencies.
- 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 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.
- Perform other duties as assigned.
- Experience, Qualifications, Knowledge, Skills
- Two years (full-time equivalent) 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
- Must be able to work independently and demonstrate strong decision-making skills.
- Required to type at minimum of 35 WPM
- Supplemental Information
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
NOTE: It is a hiring requirement that all staff employed by KCSO successfully pass a thorough background investigations process, which includes fingerprinting, criminal history check, reference checks, polygraph test, and other tests as deemed necessary. You must Review the list of KCSO Automatic Disqualifiers and verify your qualification for employment with King County Sheriff's Office
General Time-frame: The time frame and order of this recruitment is provided below. Please note that dates are subject to change based on resource availability.- July: Examination
- August: Oral Board Examination
- King County application.
- Complete answers to all the supplemental questions
- Resume and cover letter
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 10 paid holidays each year (plus 2 personal holidays)
- Generous vacation and paid sick leave
- Paid parental leave, family and medical leaves, and volunteer leave
- Flexible Spending Account
- Wellness programs
- Onsite gyms and activity centers
- Employee giving program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails. Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
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01You must be a current US Citizen or Legal Permanent Resident to apply for civil service positions with the King County Sheriff's Office. Are you now a United States citizen?
- Yes
- No
02Can you read, write and speak the English language?- Yes
- No
03The King County Sheriff's Office maintains a list of automatic disqualifiers for employment. This list can be accessed by clicking on this link Automatic Disqualifiers. Please review the disqualifiers and respond to the following question before proceeding. Do you certify that based on your review of the automatic disqualifiers that you are qualified for employment with the King County Sheriff's Office? Note - This information will be verified prior to scheduling an oral board interview.- Yes
- No
04The background of all King County Sheriff's Office employees and applicants are thoroughly checked. The required background investigation will review and evaluate driving records, criminal records, employment histories, military records, personal and employment references, and related information. A polygraph examination is also required. Are you willing to undergo a background investigation and polygraph examination as part of the employment process?- Yes
- No
05Please rate your proficiency with MS Word.- None
- Some or little - will require training
- Beginner
- Intermediate
- Expert
06Select the option which best describes your experience in law enforcement; your application must support your answer.- No prior experience in law enforcement or public safety organization.
- I have previously or currently worked in a law enforcement agency or public safety organization
- I have applicable experience in another field of work such as attorney's office, courts or other government agencies
07Select the option that best indicates the years of experience you have reading and interpreting complex documents; including laws, codes, policies and procedures in a very high volume work environment.- None
- Less than 1 year
- At least 1 year but less than 2.
- At least 2 years but less than 3.
- At least 3 or more years.
08As part of your job responsibilities, you may be exposed to autopsy reports and autopsy/crime scene photographs and other cases which may be of a sensitive nature. Are you willing to deal with exposure to autopsy reports and autopsy/crime scene photographs?- Yes
- No
09Please rate your proficiency level with MS Excel- None
- Some or little - will require training
- Beginner
- Intermediate
- Expert
10Please rate your proficiency level with MS Outlook.- None
- Some or little - will require training
- Beginner
- Intermediate
- Expert
11Select the option that best indicates your years of customer service work experience assisting others or providing service (examples could include reception, front counter, and answering customer service questions on the telephone). Your application must support your answer.- None
- less than 1 year
- At least 1 year but less than 2 years
- 2-5 years
- 5 or more years
12Do you have previous or current work experience applying federal and state laws, procedures and policies regarding; public disclosure and firearms?- Yes
- No
13If you answered yes to the previous question, please explain where you obtained your work experience? Be specific in your response, and list the employers and positions held where you gained your experience. (Do not write "see resume and/or cover letter" in your response). Your application must support your answer.14Please tell us why you are interested in this position and how you meet or exceed the requirements for this position (must be 1/2 a page to be considered complete).15All information in your application, including your answers to the supplemental questions, will be confirmed in the course of the required background investigation and polygraph examination. Have you been completely honest with us when completing your application for employment and this questionnaire?- Yes
- No
Required Question