Records Specialist 1

Records Specialist

PURPOSE OF POSITION: The Records Specialist, under continuing supervision, performs clerical and administrative duties that support the operations of the Sheriff's Office and ensures the safe and secure movement of inmates and staff within the County Jail. The position manages confidential and sensitive law enforcement records, performs criminal history searches, and monitors secure jail areas using surveillance systems and remote-controlled doors. It is the first point of contact for inmate emergencies, public inquiries, and incoming calls, and may assist with same-gender searches and testify in court as needed. Through accurate recordkeeping and control room operations, the Records Specialist contributes to the security of the Corrections facility and the integrity of law enforcement operations.

DISTINGUISHING CHARACTERISTICS: Positions within the Records Specialist series move between levels 1-2 based on months of service. See Qualifications section for specific details at each level.

Essential Duties and Responsibilities

ESSENTIAL FUNCTIONS: This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities and duties required.

• Enters warrants, criminal history data, and other law enforcement records into secure databases to ensure accurate, confidential documentation and retrieval.
• Retrieves and prepares case files, arrest warrants, and court orders to support investigations and enforcement actions.
• Maintains physical and digital records in compliance with retention policies to ensure accessibility and legal compliance.
• Transfers records to archival storage systems, including microfilm and digital platforms, to preserve documentation for long-term use.
• Monitors secure jail areas using surveillance cameras and control booth windows to assess activity and verify conditions before allowing access.
• Screens visitors and controls access to restricted areas to maintain safety and prevent unauthorized entry.
• Assists with same-gender searches and serves as first contact during inmate emergencies via the intercom system to support safety and incident response.
• Prepares reports, sworn statements, and correspondence from handwritten or recorded notes to support law enforcement and administrative needs.
• Conducts criminal history checks and processes firearm transfer and concealed pistol license applications to ensure compliance with agency protocols.
• Responds to incoming calls and public inquiries at the reception window to provide accurate information and direct requests appropriately.
• Operates remote-controlled doors based on communication with staff, ensuring the safe movement of inmates and personnel throughout the facility.
• Prepares public records requests by searching local law enforcement data systems.
• Records specialists act as backup to the Civil Specialist, Finance Specialist, and Evidence Specialist after receiving appropriate training.
• Testifies in court as required regarding records or control room operations to support the integrity of legal proceedings.
• Performs other duties as assigned.

Education, Experience, and Licensing

QUALIFICATIONS:

Level - Months of Service - Required Education and Experience - Preferred Education and Experience

1 - 0-12 months of employment - High school diploma or GEDOne year of experience managing sensitive records or documentation in a secure environment, including responsibilities such as data entry, access control, or processing regulated documentation (e.g., criminal history, licenses, or permits).Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and other standard office software for data entry, communication, and recordkeeping. - Experience working within a county government or law enforcement agency.Experience assisting with training, onboarding, or task guidance for interns, volunteers, or entry-level staff.

2 - 13+ months of employment - High school diploma or GEDOne year of experience as a Records Specialist 1.Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and other standard office software for data entry, communication, and recordkeeping. - Experience working within a county government or law enforcement agency.Experience assisting with training, onboarding, or task guidance for interns, volunteers, or entry-level staff.

Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.

Professional Licenses/Certifications:

• None.

Other Requirements:

• Must be 21 years of age or older.
• Must pass a Civil Service examination.
• Must pass a thorough background investigation, including but not limited to a criminal history check, fingerprinting, polygraph examination, and psychological evaluation.
• Must pass a pre-employment drug screening.
• Must type at a minimum speed of 40 words per minute.

Physical Abilities and Working Conditions

WORKING CONDITIONS AND ENVIRONMENT:

• Work is performed in a secure office setting with limited public access.
• Duties are also performed inside a control booth with surveillance monitors and windows overlooking key areas of the jail.
• Interacts with inmates, law enforcement personnel, and the public through secure communication systems and reception windows.
• May be exposed to individuals involved in or accused of criminal activity.
• May occasionally be present near booking areas or interrogation rooms within the facility.

PHYSICAL REQUIREMENTS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly communicates in person, by phone, and in writing with staff, attorneys, law enforcement, inmates, and the public.
• Frequently types, writes, and uses office equipment such as phones, copiers, scanners, and computers.
• Occasionally walks or moves between workstations, secure areas, and control booths within the Corrections facility.
• May occasionally lift and carry materials or supplies up to 25 pounds.
• Frequently uses near and distance vision, along with peripheral vision and depth perception, to complete office tasks and ensure accuracy in documentation.

Benefits

• Annual Leave
• Sick Leave
• 12 Paid Holidays
• Grant County Health Insurance
• Washington Dental Service Dental Insurance Coverage
• Flexible Spending Account
• Life and AD&D Insurance
• PERS or LEOFF Retirement
• Supplemental Retirement/Deferred Compensation
• Supplemental Life & AD&D, LTD Insurance