Records Specialist

Primary Responsibility: Provides a variety of essential functions relating to the daily activities and business of the Sheriff’s Office, including but not limited to Records, Civil Process, District Attorney Criminal Prosecutions, Concealed Handgun Permits, and Sex Offender Registration.

Supervised by: Administrative Manager

Supervises: N/A

FLSA Status: Non-Exempt

Pay Grade: NE5 - $17.79 - $24.05

Hiring Range: $17.79 – $20.94 DOQ

Open until filled or for a minimum of one week

Main Job Duties:

• Works in conjunction with the District Attorney’s Office in coordinating and producing time mandated documents and materials for the execution of criminal proceedings, including but not limited to police reports, jail video, inmate bookings, warrants, citations, criminal and non-criminal reports that contain highly confidential information. Maintains record of such actions.
• Prepares, approves and releases time mandated records requests from law enforcement and public entities/persons in accordance with Colorado Revised Statutes.
• Responsible for reviewing and submitting NIBRS (National Incident Based Reporting System) data to the Colorado Bureau of Investigation (CBI) and FBI, complying with State and Federal requirements and responsible for quality assurance of NIBRS entry and reporting.
• Responsible for maintaining current sex offender’s database in accordance with Colorado law. Interviews and obtains/manages the personal information/data on each sex offender to ensure compliance with CBI policy to ensure the agency meets the state compliance requirements. Uses CCIC/NCIC terminal to enter/validate any outstanding warrants, or changes to offender's records, and uses COSOR to enter offender registrations. Responds to callers, other inquiries from law enforcement, probation, and parole as needed.
• Acts as Civil Process Clerk - Receives, prepares, processes, and records time mandated court and legal documents for service of process according to Colorado law. Tracks billing process.
• Processes and maintains Concealed Handgun Permit (CHP) applications which includes fingerprint supported background checks. Researches various databases and resources, and obtains confidential CCIC/NCIC background information to assist the Sheriff in issuance/denial/revocation of permits.
• Acts as Accounts Payable Clerk - Responds to external vendors and internal managers regarding all aspects of the accounts payable process. Processes invoices for payment for all departments in accordance with county practices, Verifies the accuracy of vendor invoices and confirm that the correct general ledger account codes are used. Produces annual, monthly, and weekly reports for administrative staff.
• Prepares deposits for all incoming financial transactions in accordance with county policy.
• Pawn Clerk – collects, stores, tracks pawn data comparing pawn data with lost or stolen property. Supports the investigative process and providing data necessary to serve the needs of state pawn systems
• Utilizes a variety of secure and confidential law enforcement and court computer systems to perform duties of this position.
• Maintains knowledge of Sheriff’s office operations in order to assist all customers, including, but not limited to: greeting and determining customers’ needs; providing accurate information or services specific to the Sheriff’s office; and/or referring to appropriate person/services. Answers, screens and transfers calls in a positive, professional, and knowledgeable manner. Takes accurate messages. Assists with making/returning phone calls as necessary.
• Prepares correspondence, reports, forms, documents from drafts, notes, corrected copy, or prior materials using a computer with form templates.
• Establishes and maintains office files, follows an established filing system; compiles information from such files; purges files as required.
• Operates standard office equipment, including job related computer hardware and software applications for data entry, facsimile equipment and multi line telephones, may operate a two way radio or other department specific equipment.
• Performs related duties and responsibilities as required.
• Collects fees from public and utilizes the cash register according to county guidelines.
• Performs other appropriate duties as assigned.

Additional Duties:

• Gathers interoffice/county relay from all sheriff’s office divisions each day. Prepares relay for distribution.
• Issues dog tags and maintains dog tag database.
• Makes copies and faxes documents.
• Updates office supply inventory and notifies Administrative Manager of items to be ordered
• Sorts, distributes, and processes incoming and outgoing mail, including legal and time sensitive correspondence, for administration, patrol, detentions, dispatch, and victim services. May drive to other County buildings and Post Office to process mail and relay.
• Serve as a Digital Accessibility Coordinator, attending Digital Content Committee meetings and trainings, conducting ICT (Information and Communication Technology) assessments and audits for compliance with policies and laws, identifying and remediating inaccessible digital content, responding to web accessibility inquiries or grievances, reviewing and publishing web pages and documents, and championing accessibility best practices across the organization

Minimum Requirements:

• High school diploma or equivalent
• Knowledge of functions, principles and practices of law enforcement agencies and/or judicial knowledge, including records disbursement is highly desirable.
• Knowledge of applicable laws and regulations and statues is highly desirable.
• Computer applications: Microsoft Office (Word, Excel, Publisher), Adobe PDF, or knowledge of similar programs.
• Knowledge of standard office practices and procedures, including filing and the use of standard office equipment.
• Record keeping and filing principles and practices.
• Standard business arithmetic and basic statistical techniques.
• Techniques for dealing effectively with the public and city staff; in person and over the telephone.
• Any combination of experience and training that would provide the required knowledge and abilities may be qualifying.

KEY SKILLS:

• Computer Literacy: Understanding computer functions and navigating different software applications
• Microsoft Office Suite: Proficient use of Word, Excel, Outlook, PowerPoint
• Internet Navigation: Efficiently searching and accessing information
• Email Management: Efficiently sending, receiving, organizing emails
• Office Machine Operation: Copiers, scanners, printers, fax machines
• Confidentiality: Maintaining the privacy and security of sensitive information
• Attention to Detail: Ensuring accuracy in data entry and document preparation
• Interpersonal Communication Skills: Building rapport with diverse individuals, including victims, suspects, and community members, while maintaining professionalism.

Ability to:

• Establish and maintain courteous and effective working relationships with employees, the public, and other agencies.
• Maintain a high level of professionalism and confidentiality of sensitive information.
• Deal tactfully with all customers.
• Organize/prioritize work and follow up on assignments.
• Understand and follow complex oral and written instructions.
• Work efficiently and effectively as a team member within the department.
• Maintain composure and perform effectively in stressful situations.
• Testify in court or civil proceedings
• Pass background check, including traffic and criminal.
• Possess a valid Colorado driver’s license without any restrictions

Certifications:

• CCIC/NCIC – within 6 months
• Notary – within 3 months of employment
• Master Records Certification – within one year of hire and recertify every 3 years
• FEMA – ICS 100 & 700 within 6 months of employment

Hours:

• 40 hrs wk – Monday – Friday
• This position may at times (upon discretion of the Sheriff and/or Undersheriff) be classified as

“Essential Personnel”

Physical Requirements and Work Environment:

• Work is performed in a standard office environment.
• Physical demands are described as mainly sedentary. Occasionally required to lift up to 20 pounds without assistance to process office supplies.
• Ability to perform, without additional assistance, all physical movements necessary for clerical duties.

The above statements are intended to describe the general nature and level of work. They are not intended to be an exhaustive list of requirements, duties and responsibilities. Gilpin County provides reasonable job-related accommodations for disabled persons. Must pass drug screen and pre-employment screening.

• Part-time and Temporary staff are ineligible for the following benefits: medical, dental, vision, 401A, Life Insurance, Short-term & Long-term Disability plans in additional to Long-term care. See the benefit details at the end of the job posting for part-time options.

Benefits for Full Time Employees:

Paid Holidays: Gilpin County provides 13 paid holidays per calendar year. An employee will be paid ten (10) hours per holiday.

Vacation: The first year of employment, (based on the anniversary of the hire date) full-time employees are given 40 hours of vacation and earn 3 hours of paid vacation leave bi-weekly. After that time, leave shall accrue as follows:

Full-Time employees are encouraged to take their earned vacation leave each year. Vacation time accrual shall cap at the maximum amount and shall not exceed the maximum accrual amount, based on total months of service.

Sick Leave: Full-Time employees shall accrue four (4) hours of sick leave each bi-weekly pay period. The maximum sick leave that may be accumulated by such an employee is 600 hours.

Medical Plans: Gilpin County offers two medical plans with Kaiser and United Health Care. Gilpin County offers a Health Reimbursement Account (HRA) for all employees to cover co-pays, deductibles, and other medical expenses. Employees are eligible for benefits the first of the month following 30 days of service. This HRA card will have $3,000.00 on it for an individual or $6,000.00 for a family. Both plans have a max out of pocket for $1,000 individual or $2,000 per family after the use of the HRA card for in network expenses.

United Health Care Monthly Employee Cost:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$80.85/$167.72/$149.40/$234.30

Kaiser Permanente Monthly Employee Cost:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$72.60/$152.62/$134.47/$210.90

Dental Plan: Gilpin County offers dental coverage through Delta Dental with PPO and Premiere network coverages. Individual deductible at $50 and family deductible at $150. In network coverage for preventative and diagnostic services are covered 100%, basic services covered at 80%, major services at 50%, and ortho covered at 50% with a $2,000 max. The plan offers a “Right Start 4 Kids” plan that covers most children basic services up to their 13th birthday at 100% with no deductible (some exclusions apply). Annual max this plan pays for covered dental services is $2,000 per individual covered on the plan.

Delta Dental Monthly Employee Costs:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$0.00/$28.71/$54.00/$72.50

Vision Plan: Gilpin County offers vision coverage through VSP. In network coverage includes copays at $10 copays with an allowance of $175 per pair of either one prescription eyeglasses or contacts yearly on a 12-month calendar basis and discounts on Lasik.

VSP Vision Monthly Employee Costs:
Employee Only/Employee and Spouse/Employee and Child(ren)/Employee and Family
$0.00/$3.20/$3.40/$5.60

Retirement: Two retirement savings plans are available through the Colorado Retirement Association: 401(a) and 457 Deferred Compensation Plans

• The 401(a) has a 5% required full match with a 4-year vesting period.

• The 457 Plan is optional and has Pre-tax and Roth Options available. After four years of service, this plan could also include a County match as described below.

Social Security, as required by law: 6.2% required full match.

Effective July 8, 2025, for all new employees hired on or after this date, the graduated vesting schedule for the 5% match on employees’ 401(a) plan is as follows:

Starting January 1, 2026, two new voluntary retirement plan matches will be initiated, with one plan for POST (law enforcement officers) and a second for all other employees, based on years of service. The employee would need to make voluntary contributions into a 457 account at the minimum level in order to be eligible for the County match into the employee’s 401(a).

POST 401(a) eligible positions, 1:1 match

All other 401(a) eligible positions, 1:2 match

Short-Term Disability: Short-term disability pays 60% of your earnings with a max of $1,000 per week for up to 11 weeks. Benefits begin on day 15 and your first two weeks you will have to cover with sick, personal, or vacation time. Gilpin County covers 100% of the premium cost of this plan for the employee.
Long-Term Disability: Long-term disability kicks in after 90 consecutive calendar days of a qualified disability. The plan will pay 60% of your earnings with a max of $5,000 monthly. Gilpin County covers 100% of the premium cost of this plan for the employee.

Employee Assistance Program (EAP): EAP is provided through Triad All one Health for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Gilpin County Parks & Recreation: Employees receive free memberships, as well as 20% discounts on most services such as childcare, leagues, rentals, in house classes but does not include contract classes.

Benefits for Part Time and Temporary Employees:

Sick Leave: Leave accrues at the rate of 1 hours of sick leave per 30 hours worked to a maximum of 45 hours per year.
Retirement: As a part time or temporary employee, you may participate in the optional 457b or 457 Roth plan. These plans may be started, stopped, and changed anytime during your employment.

Employee Assistance Program (EAP): EAP is provided through Triad All One Health for employees and members of your household. Services are confidential and available 24/7. A wide variety of services including but not limited to: Emotion well-being support with up to 6 Counseling sessions per issue each year. Daily life assistance guidance on a variety of topics. Online resources with articles, assessments, search tools, webinars. Free 30-minute consultations on legal services and financial services. A discount center to find deals on products, services, travel and more!

Retirement: Gilpin County offers optional 457b or 457 Roth plans. The optional 457b plans may be started, stopped, and changed anytime during your employment

Gilpin County Parks & Recreation: Employees receive free membership, as well as 20% discounts on most services such as childcare, leagues, rentals, in house classes but does not include contract classes.