Administrative Assistant - Records Specialist

Job Description

Job Description

Job Title: Administrative Assistant - Records Specialist                 
Department: Sheriff’s Office
Reports To: Operations Support Director
Classification: Full-Time, Non-Exempt
Compensation Range: $57,054.38 - $66,141.66 annually
Benefits: Employee Benefits | Lake County, CO 

Why join our team?
Join a workplace where public service meets opportunity. At Lake County Government, employees are empowered to grow, collaborate, and make a meaningful impact every day. We offer a supportive environment that values innovation and connection, with reliable compensation, comprehensive benefits, and a commitment to helping you succeed both professionally and personally.

Cultural Expectations

• Assume Good Intent: Approach each interaction with positive mindset and openness to understand others.
• Model Professional: Maintain high standards in behavior and communication that reflects our values.
• Apply County Wide Lens: Consider the broader impact of decisions on our community and organization as a whole.
• Be Solutions-Oriented: Focus on finding constructive solutions rather than dwelling on problems or challenges.
• Practice Servant Leadership: Prioritize the needs of others, fostering a supportive and collaborative work environment.
• Support Meaningful Work-Life Balance: Encourage boundaries that support personal well-being while achieving professional responsibilities.

Position Summary
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.

General Duties and Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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.

Supervisory Responsibilities

• Not Applicable

Requirements
Compensation will be determined by the applicant's full skillset with consideration of the following:

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.

Hazard Notice
This position is primarily administrative in nature and is performed in an office setting. However, there are several physical and situational requirements that may pose potential hazards or require reasonable accommodation.

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

Applicant Notice
Lake County Government posts all official employment opportunities on its careers page linked here. Positions may also appear on external job boards such as LinkedIn, Indeed, and ZipRecruiter through our applicant tracking system.

Please be aware that unauthorized third parties may repost or imitate job listings. The most accurate and up-to-date information will always be available on our official website. Applicants are recommended to apply directly through our career page and should not provide personal information outside of the official application process.

EOE Statement

Lake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.

Notice of Work Authorization Requirement

Applicants must be authorized to lawfully work for any employer in the United States. Lake County is unable to sponsor or take over sponsorship of an employment Visa.

Notice of Emergency/Disaster Responsibilities

All Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.

Other Duties

Please note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Expected Duration of the Application Process

Due to the nature of the application and selection process for Lake County full-time positions, applicants can reasonably expect the application process to take a significant amount of time to complete before a decision is made to hire or not to hire. Typically, it takes approximately two (2) to four (4) weeks from the date of application to complete the entire selection process. The length of time it takes to complete the process can vary depending on a variety of factors. Please note that this is an estimated duration of the selection process.

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