Central Records Specialist

Job Description

Job Description

Livingston County was named a 2025 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 6 elected offices, and 3 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary:

Under the supervision of the Central Records Supervisor, this position is responsible for complex clerical, administrative and records management functions, with extensive customer service interaction. This includes researching and responding to public inquiries requiring a high degree of sensitivity and confidentiality. Required duties include skills with specialized law enforcement database software, strong public relations, detail-oriented database entry, and highly proficient in multi-tasking in a fast-paced environment.

Pay Rate Information:

The Central Records Specialist position is a full-time, non-union position and starting salary is $22.75/hr . This position is eligible for step pay increases within our Non-Union Grade 4 Wage Scale. . Top end of the current wage scale for this position is $28.82/hr. Hours for this position are 10:00 a.m. to 6:00 p.m.

Benefits:

• Retirement plan includes a 401a with up to 8% employer contribution
• Comprehensive Medical, Pharmacy, Dental & Vision
• Optional HSA with an employer match
• Optional Voluntary 457 Deferred Compensation plan
• Short-term & Long-term disability & Basic Life & AD&D insurance
• Health & Dependent Flexible Spending Accounts
• Paid vacation, sick days & 13 Holidays. Unused vacation and sick time rolls over
• Tuition Reimbursement
• Up to $500 annual Wellness reimbursement* & $100 incentive for completing your annual physical & Health Assessment.
• Voluntary benefits such as Pet Insurance, Accident, Critical Illness, Hospital & Whole Life policies
• Employee assistance program

*Pro-rated based on DOH

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Performs receptionist duties, such as greeting and assisting Research public inquiries and directs phone calls as needed.
2. Required to work in a fast pace, at times high-stress level environment, while multi-tasking during distractions.
3. Responsible for maintaining accurate fingerprint, background check, SOR, animal bite, case disposition, and gun records.
4. Performs LEIN/NICS checks and determines eligibility on individuals wanting to obtain pistol purchase permits. Registers handguns for county residents.
5. Responsible for accurately registering, verifying, and updating individuals in the Michigan Sex Offender Registry.
6. Interacts with other departments, governmental agencies, service providers, professionals, and others to exchange and record Processes background checks and other correspondence.
7. Required to learn specialized software to perform the specific duties of the assigned Must be proficient in Microsoft Suite applications including word processing, spreadsheet, and database functions.
8. Receives and issues receipts for a variety of fees and cash payments to include bonds, fingerprints, SOR fees, general donations, and salvage inspections.
9. Performs basic office duties, such as copying, filing, word processing standard documents, preparing basic spreadsheets, sorting, filing, and maintaining departmental files and entering data into databases.
10. Responsible for fingerprinting individuals per court order, for background checks, employment, expungements, and personal records.
11. Greets and screens visitors, ensuring that visitors can provide identification and/or professional service provider credentials.
12. Checks visitors into records management system and ensures inmates are called down for visitor from correct location.
13. Reviews and determines what incident and accident reports can be released to the public and insurance companies.
14. Answering inquiries concerning inmate status from family members, attorneys, bail bond persons, and others as needed.
15. Perform all other duties as assigned by the Central Records Supervisor.

Required Knowledge, Skills, Abilities and Minimum Qualifications:

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following:

• High school diploma or GED and three years of progressively more responsible experience in accounts receivable and medical billing.
• The County, at its discretion, may consider an alternative combination of formal education and work experience.
• Must be LEIN certified within the first six months of employment (trained and tested).
• Notary Public Certification within the first six months of employment.
• Ability to work in high-volume, high stress environment with the ability to multitask amid distractions.
• Valid state driver's
• Knowledge of general office procedures, maintaining files and records and basic math
• Skill in effectively communicating in assigned areas of responsibility orally and in
• Good skills in proofreading, performing basic arithmetic calculations, maintaining accounts and records, and following established procedural systems.
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.
• Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
• Skilled in the use of office equipment and technology, including Microsoft Suite applications and the ability to master software programs utilized by the assigned department and new technologies.
• Knowledge of the Sheriff's Office operations, services, and policies.
• Skills in Microsoft Excel, Word, Adobe Acrobat, PowerPoint, VCS timekeeping system, JMS and RMS, Jail's web-based services for inmates and MUNIS financial programs.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.