Record Specialist

Records Specialist Positions

This posting covers both the Records Specialist in the Criminal Warrants Section and the Central Records Division.

*** The Criminal Warrants Section is a CONTRACT position WITHOUT Benefits to a possible Full-Time Position ***

The Records Specialist position in the Central Records Division is a full-time role that includes benefits. See the General Information Section for details

This position requires 24-hour coverage, 7 days a week, and includes shift work.

The assignments require being able to work various shifts, 6 am-2 pm, 2 pm-10 pm, and 10 pm-6 am.

Shift assignments will be based on seniority and the needs of the department.

Contract - Records Specialist with the Criminal Warrants Section

Location: 9418 Jensen Dr., Houston, TX 77093

The primary responsibility of a Records Specialist with the Criminal Warrants Section is to facilitate administrative duties in coordination with the processing of law enforcement-related documents.

Duties and Responsibilities:

• Respond to inquiries from the Joint Processing Center, Central Records, Courts, as well as other Law Enforcement Agencies about Criminal Warrants
• Process warrants include bond forfeiture, bond surrender, revocation of bond, probation violations, etc.
• Run criminal histories and prepare warrants for entry into the TCIC/NCIC databases
• Verify criminal warrants and acknowledge new warrants.
• Prepare warrant jackets for classification (sex offenders, aggravated charges, probation violation, bond forfeiture, indictment, etc.)
• Process warrant switch-outs when a bond is surrendered and an indictment is received. Return bond surrendered to the Clerk's Office.
• Prepare C-87s reports when the warrant is no longer viable, such as bond reinstatement, cases dismissed, and bond transfers.
• Respond to all forms of teletypes (messages from TCIC/NCIC) utilizing Open Fox to confirm warrants for outside agencies, hit confirmations, attempt to locate, and runaway reports.
• Print and attach criminal histories to warrants, and recheck TCIC/NCIC entries.
• Run reports to check if people in jail have other warrants or to cancel warrants that are eligible for deletion.
• Collaborates with immigration to place holds if a subject is in their custody and arranges transport of inmates in ICE custody to HCSO.
• Process warrants for people who are presumed to be deceased and take the necessary steps to get a death certificate so the case may be dismissed
• Missing Persons entry in/removal from TCIC/NCIC
• Perform other related duties as assigned

Full-Time position with HCSO Benefits, Central Records Division

Location: 700 N. Jacinto 1st Floor – Central Records

Under general supervision, performs a wide variety of administrative duties in the coordination and processing of legal and law enforcement documents and reports in the Central Records Division while exercising discretionary authority with infrequent supervision/instructions and with frequent access to confidential information.

Duties and Responsibilities

• Review and process documents related to court release, pretrial bonds, early release pretrial bonds, reintegration court bonds, court dismissals, cases of no probable cause found, etc.
• Receive, sort, interpret, and verify all Court Directives, Warrants, Capias Profine, Alias Capias, Pretrial Bonds, Judgements, sentences, and teletypes.
• Researches information relating to the release of a defendant and coordinates/schedules the release of defendants being picked up by other agencies, programs, and/or parole officers
• Ensures compliance with pretrial release from custody of eligible arrestees with misdemeanor charges filed against them
• Processes documents and all court-ordered Surrenders, Off-Work Hours Programs, Sheriff's Weekender Work Programs, and Early Release Programs
• Processes Board of Pardons and Parole bookings, releases, court date information, hearing dates, and entries of Blue and White Warrants
• Provides information to the public, bonding companies, and other law enforcement agencies
• Books, additional or new charges against the defendants
• Process TDCS Penitentiary Packets including Criminal History, Indictment, Judgement, and Sentencing Document, Offense and Conduct Report
• Coordinates the transfer of inmates to and from the Harris County Jail system
• Prepares Out-of-County paperwork on individuals who need to be brought before a magistrate, book, or case, and sends a notification to the out-of-county agency
• Calculates inmate time to serve based on the Bill of Cost while applying Good Time Credit according to state law
• Processes detainer and bench warrants; surety, cash, and non-arrest bonds; expunction orders; and letters of incarceration for defendants, bonding companies, and other agencies upon request
• Processes cost bills associated with judgments and sentences, fines, or surrenders.
• Prepares deposit paperwork and accounting in coordination with the Business Office
• Verifies and processes County bonds with responsibility for refund requests, and prepares IRS forms
• Communicate through the OMNIXX system with law enforcement agencies throughout the U.S. to ensure holds are placed for wanted individuals and to arrange and schedule delivery and pick-up dates and times for inmates.
• Provide bondsmen and their employees with all necessary forms for licensing.
• Establishes, revises, and maintains a filing system of memoranda, letters, and other documents
• Review documents to ensure forms are filled out completely and accurately
• Answers telephones, takes messages, provides information, and refers inquiries to appropriate locations
• Assists in compiling data, types and distributes reports and correspondence, and enters computer data
• Coordinates work between organizational units of the department, other HC Departments and governmental agencies, and criminal justice groups inside and outside of Texas
• Complies with Civil Service, departmental, bureau, and division rules, regulations, and standard operating procedures
• May assist in training others on specific issues within the assigned duty section
• Performs other related duties as assigned

Minimum Requirements

Pass the pre-employment HCSO Records Specialist Test with a minimum overall score of 75%

• High School Diploma or G.E.D.
• A minimum of two (2) years of paid work experience in an office environment performing clerical duties
• TCIC/NCIC Certification within six (6) months of hire

Knowledge of:

• County policies and procedures
• Basic functions, procedures, and policies of the Sheriff's Office
• Basic laws and regulations governing the release of information from law enforcement agency records
• Principles of record keeping and records management

Skilled in:

• Operating a personal computer and the use of standard office software programs such as MS Office Word, Excel, and Outlook
• Operate standard office equipment such as copiers, scanners, printers, and calculators
• General office methods, procedures, and practices
• Correct English, grammar, spelling, and punctuation
• Public relations and customer service
• Reviewing documents and extracting relevant information
• Effective communication, verbally and in writing
• Fundamental skills to effectively communicate standard information
• Developing and nurturing office relationships
• Establishing and maintaining effective working relationships with public officials, outside agencies, County staff, and the public

Ability to:

• Perform basic arithmetic functions
• Comprehend verbal, written, and electronic communications
• Work as a team within a diverse population
• Function efficiently and effectively in an office environment
• Function efficiently and effectively in High Risk/High-Stress environments and situations
• Maintain a good working relationship with Federal