Record Specialist

Records Specialist PositionsThis 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 detailsThis 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 SectionLocation: 9418 Jensen Dr., Houston, TX 77093The 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 WarrantsProcess warrants include bond forfeiture, bond surrender, revocation of bond, probation violations, etc.Run criminal histories and prepare warrants for entry into the TCIC/NCIC databasesVerify 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 dismissedMissing Persons entry in/removal from TCIC/NCICPerform other related duties as assignedFull-Time position with HCSO Benefits, Central Records DivisionLocation: 700 N. Jacinto 1st Floor – Central RecordsUnder 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 ResponsibilitiesReview 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 officersEnsures compliance with pretrial release from custody of eligible arrestees with misdemeanor charges filed against themProcesses documents and all court-ordered Surrenders, Off-Work Hours Programs, Sheriff's Weekender Work Programs, and Early Release ProgramsProcesses Board of Pardons and Parole bookings, releases, court date information, hearing dates, and entries of Blue and White WarrantsProvides information to the public, bonding companies, and other law enforcement agenciesBooks, additional or new charges against the defendantsProcess TDCS Penitentiary Packets including Criminal History, Indictment, Judgement, and Sentencing Document, Offense and Conduct ReportCoordinates the transfer of inmates to and from the Harris County Jail systemPrepares 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 agencyCalculates inmate time to serve based on the Bill of Cost while applying Good Time Credit according to state lawProcesses detainer and bench warrants; surety, cash, and non-arrest bonds; expunction orders; and letters of incarceration for defendants, bonding companies, and other agencies upon requestProcesses cost bills associated with judgments and sentences, fines, or surrenders.Prepares deposit paperwork and accounting in coordination with the Business OfficeVerifies and processes County bonds with responsibility for refund requests, and prepares IRS formsCommunicate 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 documentsReview documents to ensure forms are filled out completely and accuratelyAnswers telephones, takes messages, provides information, and refers inquiries to appropriate locationsAssists in compiling data, types and distributes reports and correspondence, and enters computer dataCoordinates work between organizational units of the department, other HC Departments and governmental agencies, and criminal justice groups inside and outside of TexasComplies with Civil Service, departmental, bureau, and division rules, regulations, and standard operating proceduresMay assist in training others on specific issues within the assigned duty sectionPerforms other related duties as assignedMinimum RequirementsPass 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 dutiesTCIC/NCIC Certification within six (6) months of hireKnowledge of:County policies and proceduresBasic functions, procedures, and policies of the Sheriff's OfficeBasic laws and regulations governing the release of information from law enforcement agency recordsPrinciples of record keeping and records managementSkilled in:Operating a personal computer and the use of standard office software programs such as MS Office Word, Excel, and OutlookOperate standard office equipment such as copiers, scanners, printers, and calculatorsGeneral office methods, procedures, and practicesCorrect English, grammar, spelling, and punctuationPublic relations and customer serviceReviewing documents and extracting relevant informationEffective communication, verbally and in writingFundamental skills to effectively communicate standard informationDeveloping and nurturing office relationshipsEstablishing and maintaining effective working relationships with public officials, outside agencies, County staff, and the publicAbility to:Perform basic arithmetic functionsComprehend verbal, written, and electronic communicationsWork as a team within a diverse populationFunction efficiently and effectively in an office environmentFunction efficiently and effectively in High Risk/High-Stress environments and situationsMaintain a good working relationship with Federal