Administrative Assistant - Records Specialist

Administrative Assistant - Records Specialist

The Records Specialist within the Operational Support Division is responsible for administrative support activities. Prepares forms and reports. Monitors the flow of paperwork and files. Performs a variety of administrative tasks for the department and division.

Essential Functions

• Handle sensitive, protected, and classified documents and information with a high level of discretion and accuracy.
• Interpret, apply, and research federal, state, and local laws and regulations related to special districts to ensure compliance.
• Prepare clear, concise reports and communicate effectively, both orally and in writing.
• Provide front-line assistance to the public for various Sheriff's Office services, including concealed handgun permits (CHP), records requests, civil process, and general inquiries.
• Maintain and manage official agency records in accordance with systematic retention, protection, retrieval, and disposal procedures.
• Process records requests and documentation related to Civil Process service in compliance with applicable laws.
• Track and maintain all training records for the Sheriff's Office across all divisions.
• Inventory and issue duty equipment, uniforms, and other issued items.
• Demonstrate proficiency in office procedures and equipment, including computers, word processing, file maintenance, mail handling, and office supply management.
• Establish and maintain effective working relationships with staff, outside agencies, and community members.
• Support daily administrative operations of the Sheriff's Office through a variety of clerical and organizational tasks.
• Address complex responsibilities and challenges that may require the development or recommendation of office policies.
• Exercise sound judgment and confidentiality, as errors may result in harm to the Sheriff's Office or public.
• Oversee and administer the CHP (Concealed Handgun Permit) program.

Requirements

• High School Diploma or equivalent (G.E.D.) required.
• College education preferred but not required.
• Must pass a background check and a drug screen.
• Must not have any felony convictions. Committed no felonies, including illegal drug use, in the past three years.
• Must not have any domestic violence offense related convictions or domestic violence related restraining orders in effect.
• Must not have any DUI/DWAI convictions or driver's license suspensions or revocations within 24 months of the application or more than one DUI/DWAI conviction in a lifetime. A history of excessive use of illegal drugs, or other offenses could disqualify an applicant. Must have a good driving record.
• Must be a resident of Colorado and possess a Colorado Driver's License at the time of appointment
• Must be able to complete and meet our training requirements/expectations
• Must have the ability to accurately perceive, soundly reason, and correctly judge situations, occurrences, and circumstances.
• Must possess good communication skills and be able to express clearly and precisely, orally and in writing.
• Must have a great deal of initiative and tenacity to actively influence events rather than passively accepting them.
• Must have a proper degree of stress-tolerance, including stability and the ability to perform under pressure.
• Must demonstrate strong interpersonal skills and a professional demeanor characterized by integrity, adaptability, compassion, sound judgment, and a commitment to public service, with the ability to work effectively across all levels and with individuals from diverse cultural and socio-economic backgrounds.
• English language proficiency required, Spanish is not required for this position, but proficiency is preferred.

Physical Activity & Work Environment

• Primarily performs work indoors in a standard office setting (more than 50% of the time)
• Frequently sits for extended periods while using computers, phones, and office equipment
• Regular use of hands and fingers for typing, filing, and handling documents
• Frequently reaches, pushes, or pulls using arms and hands
• Occasionally walks, stands, climbs, balances, kneels, crouches, or crawls
• Frequently communicates in person and by phone; must be able to hear and speak clearly
• Occasionally lifts or moves items weighing up to 10, 25, 50, or 100 lbs., using proper lifting techniques
• Uses vision for close-up tasks, color identification, and adjusting focus; occasional use of peripheral vision and depth perception
• May experience moderate noise levels from office equipment and public interaction
• Interacts with the public, occasionally in emotionally charged or sensitive situations
• Must maintain focus, professionalism, and discretion when handling confidential or protected information
• May face periods of stress, deadlines, or interruptions requiring adaptability and emotional resilience