CAMPBELL COUNTY
GILLETTE, WYOMING

Records Technician

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job and/or department.

DEFINITION

To perform a variety of responsible and difficult secretarial and administrative work in support of the Records section; and to provide general information and assistance to staff and the public.

SUPERVISION RECEIVED AND EXERCISED

Exercise no supervision.

Receive general supervision from Records Supervisor.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Important and essential duties may include, but are not limited to, the following:

1. Maintain records system including receipt, storage, retrieval, and disposition of records and reports.
2. Organize and maintain incident report files; attach paperwork relating to each case; prepare and scan documents on imaging station for archiving.
3. Process requests for incident and accident reports; collect fees and receipt monies; coordinate release of photos with Evidence Technician; research requests and prepare copies for dissemination; retrieve records from filing system, microfiche, or imaged documents.
4. Provide information and forms to staff and the public; collect and process appropriate information; apply departmental policies and procedures in determining completeness of applications, records, and files.
5. Perform criminal records checks.
6. Transcribe incident reports from dictation using appropriate punctuation and correct grammar.
7. Process concealed firearms applications and renewal permits; provide application and information to public; input information into computer; prepare forms, complete department records check on individual, type fingerprint cards; forward information to the Wyoming Division of Criminal Investigation for processing; contact applicants to pick up permits.
8. Process sex offender registration forms and required paperwork; input information to computer files; forward paperwork to Wyoming Division of Criminal Investigation; receive information about offenders and prepare notification as required by statute.
9. Enter and retrieve information from the Department computer system as requested.
10. Attend to public at counter; receive and screen visitors and telephone calls; answer questions and provide information where judgment, knowledge, and interpretation are utilized; ensure correct information is disseminated; retrieve and gather information; respond to complaints or refer individual to appropriate source; notarize documents for department, inmates, and the public.
11. Adhere to safe work practices and procedures.
12. Operate modern office machines and equipment including word processing, typewriters, printers, copiers, postage meters, calculators, imaging station, microfiche, and fax machines.
13. Attend and participate in training meetings, staff meetings, and related activities; attend workshops, conferences, and classes to increase professional knowledge; serve on committees as assigned.

OTHER JOB RELATED DUTIES

Perform related duties and responsibilities as required.

Provide backup support as needed.

JOB RELATED AND ESSENTIAL QUALIFICATIONS

Knowledge of:

• Modern office procedures, methods and equipment.
• English usage, spelling, vocabulary, grammar, proofreading, and punctuation.
• Principles and practices used in dealing with the public.
• Principles and procedures of record keeping.
• Department procedures, policies, and law enforcement terminology.
• Proper compliance of the notarization process.
• Practices used in transcribing reports.

Skill to:

• Operate modern office equipment.
• Transcribe reports.
• Type and enter data at a speed necessary for successful job performance.

Ability to:

• Plan and organize work to meet schedules and timelines.
• Learn and interpret procedures, laws, and ordinances.
• Communicate clearly and concisely, both orally and in writing.
• Prepare and maintain accurate and complete records.
• Prepare clear and concise reports.
• Respond to requests and inquiries from coworkers and the general public.
• Meet bonding requirements to serve as a Notary Public.
• Meet and deal tactfully and effectively with the public.
• Deal with potential hostility and verbal abuse.
• Determine and maintain confidentiality of sensitive information and data.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

EXPERIENCE AND TRAINING GUIDELINES:
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

• Three to four years experience in an office environment.

Education/Training:

• Equivalent to a high school education including some specialized training and/or college courses.

LICENSES, CERTIFICATES OR REGISTRATIONS:
Must be current or obtained within a specified time frame as defined upon employment.

• Notary Public

WORKING ENVIRONMENT:
Essential duties require the following:

Working Conditions:

• Minimal exposure to undesirable working conditions or exposure.

Physical Activities:

• Essential functions require maintaining the physical condition necessary for minimal physical activity such as sitting, standing, walking, kneeling, crouching, squatting, stooping, twisting upper body, and lifting an average of 20 lbs.