Sheriff's Record Technician - Jail Intake Office - Registry

Job Title

Job Title

Job Description

JOB SUMMARY Perform administrative work of considerable difficulty reading, collecting, interpreting, and auditing crime related information from incident and arrest reports and encode information based on Uniform Crime Reporting (UCR) standards. These positions also work in cooperation with members of the Crime Analysis and Research Unit to facilitate the identification of crime trends and patterns identified via quality assurance review of crime reports.

JOB SUMMARY - NIBRS The NIBRS Technician is responsible for collecting, reviewing, validating, and maintaining crime data reported by law enforcement personnel to ensure compliance with Federal Bureau of Investigation National Incident-Based Reporting System (NIBRS) reporting standards. This position analyzes incident reports for accuracy, completeness, and proper offense classification; corrects data discrepancies; and submits required crime statistics to state and federal reporting systems within established deadlines. The NIBRS Technician serves as a technical resource to agency personnel regarding offense coding, reporting requirements, and data quality standards, helping ensure accurate crime reporting for operational analysis, statistical reporting, and regulatory compliance. The role may also assist with records audits, trend analysis, report quality control, and coordination with records management personnel to support agency reporting integrity.

JOB SUMMARY - RECORDS Perform administrative work of considerable difficulty reading, collecting, interpreting, and dissemination of complex police records through a structured on-the-job training program. Employees in this class learn to perform the full scope of duties required of the Law Enforcement Records Section within the Sheriff's Office. Due to the sensitive nature of information, all work and training is performed in accordance with established departmental policies and procedures and federal/state guidelines regarding the privacy and security of records. As training progresses, employees in this class are expected to exercise independence and good judgment in handling, processing, and supplying information to the public, sworn officers, and other law enforcement agencies.

Performs administrative work of considerate difficulty within either the Detention or Law Enforcement Divisions. Positions within the Detention Division will be located within a secure detention facility. NOTICE TO APPLICANTS: The hiring salary for this position is dependent upon experience, qualifications and position funding; starting salaries will require an internal equity review and those that are above the first quartile will require additional approval.

Per PCSO Selection Guidelines, the following may be disqualifiers:

• Having been disciplined by any employer, including military, as an adult for abuse of leave, gross insubordination, dereliction of duty or persistent failure to follow established policies and regulations.
• Having been involuntarily dismissed, for any reason other than layoff, from two or more employers as an adult.
• Having held more than seven paid positions with different employers within the past four years, or more than 15 paid positions with different employers in the past ten years (excluding military). Students who attend school away from their permanent legal residence may be excused from this requirement as well as other persons with a reasonable explanation for an extensive job history.
• Resigning from any paid position without notice may be disqualifying, except where the presence of a hostile work environment is alleged or other reasonable cause existed.
• This position requires shift work; specific schedule to be determined (TBD).

Typical Classification Essential Duties

TYPICAL CLASSIFICATION ESSENTIAL DUTIES:

• Answer questions from staff and the public, and other Government Departments.
• Coordinates, maintains and monitors activities related to public police records, reports.
• Format, compose, type, and prepare routine correspondence.
• Maintain office records and files, to include handling of other general office assignment.
• Fulfills public record request for written, audio, and video records by following Unit policy, Arizona's Public Records Laws and AZ Attorney General Rule Chapter #6.
• Prepare, process and maintain absolute confidentiality of work-related issues, customer records, and restricted County Information.
• Performs related duties by processing subpoenas, testifying in court, performing quality control of reports to ensure compliance with guidelines, and assisting in the training and cross-training of personnel, orienting new employees, sworn officers and citizens, and providing guidance to other employees.
• Processes paperwork completed by sworn officers and detectives by reviewing for correct classification as established by federal guidelines, copying and distributing to internal investigative units, prosecuting agencies, and other agencies, determining case status according to local, state and federal guidelines for disposal of property and evidence, and distributing U.S. mail and all interdepartmental communications within the department.
• Front office receptionist duties, answers, screens, and directs incoming telephone calls. Greets and announces visitors to appropriate personnel. Answers routine questions and furnishes information to visitors in in format of person, written, phones.
• Completes request for backgrounds checks and clearance letters.
• Prepares various backgrounds and/or departmental reports for courts and prosecution.
• Organize and maintains departmental files and records.
• Performs quality control review of police records and returns incomplete or incorrect reports to case agent or their respective Supervisor.
• Performs redactions of all documents, audio and video records
• Scan high volume paper documents into various databases.
• Some prerequisites is to have proficient understanding of general computer experience.
• Duties specific in processing request for video/dash camera could potentially be of high volume, that require a lot of sitting and the anticipated to process one (1) request could possibly take five (5) to eight (8) hours to review and redact.
• Must have exceptional communication and organizational skills.
• Memorization to handle voluminous & level of diversity of request.
• Maintain regular, in-person attendance to effectively perform assigned duties
• Collaborate and work cooperatively with team members to achieve organizational goals
• Logs data into spreadsheets for federal funding purposes

Position Specific Duties - NIBRS

• Reading crime reports and determining the appropriate federal offense category.
• Collecting and encoding crime data.
• Sorting and entering codes into various computer databases.
• Performing tasks with specific attention to detail and data quality.
• To promote and adhere to the workplace values of accountability, commitment, and teamwork to help enrich lives beyond expectation.
• Maintain absolute confidentiality of work-related issues, customer records and restricted County information.
• Perform other related duties as required.

Position Specific Duties - Records

• Receive, review, process, and maintain law enforcement reports, citations, warrants, protective orders, and related criminal justice records for accuracy, completeness, and compliance with agency procedures, state law, and federal reporting requirements.
• Enter, update, and retrieve sensitive information in records management systems, criminal justice databases, and related information systems while ensuring data integrity and confidentiality.
• Verify offense classifications, charges, case dispositions, and report details to ensure proper documentation and accurate statistical reporting, including compliance with Federal Bureau of Investigation reporting standards when applicable.
• Process public records requests, subpoenas, court orders, and requests for reports in accordance with legal requirements and agency policy.
• Maintain and archive criminal history records, case files, booking documentation, warrants, and related official records according to records retention schedules.
• Assist deputies, officers, detectives, attorneys, courts, and outside agencies by researching records and providing authorized information as requested.
• Review and correct report discrepancies by coordinating with sworn and civilian staff to ensure complete and accurate case documentation.
• Enter and update warrant, protective order, stolen property, and related records into state and national databases, ensuring timely and accurate submissions.
• Support records audits, quality control reviews, and compliance monitoring activities to maintain reporting standards and operational accuracy.
• Provide customer service to the public, criminal justice agencies, and internal personnel regarding records inquiries, report status, and records procedures.
• Assist with specialized reporting functions, including crime statistics, records validation, and records-related administrative support.
• Maintain confidentiality of criminal justice information and ensure compliance with all applicable criminal justice information system security requirements.

• Classifying inmates according to their criminal history and charges.
• Computing inmate sentencing information.
• Sending out TTY (Teletypes) to various agencies advising that inmates are ready for pickup.
• Collecting and sending out Disposition sheets to the courts and county attorney.
• Collecting and sending out all bond paperwork to the courts.
• Processing all Superior Court Minute Entries in spillman and filing them.
• Helping intake book inmates into the facility