RECORDS TECHNICIAN - CORRECTIONS DEPARTMENT

Job Title: Records Technician
Department/Division: Corrections
Reports to: Records Supervisor
Supervises: n/a
FLSA Classification: Non-Exempt
Pay Grade: 105
Employee Group: Sheriff and Corrections Clerical
Revision Date: January 2025

Minimum Education: High school diploma or equivalent. Associate’s degree from an accredited college or university preferred.

Minimum Experience: Two years of progressively responsible clerical experience in a law enforcement environment OR any combination of education and experience which would provide the knowledge, skills, and abilities to perform the job.

Minimum Certifications: n/a

Other Requirements:

• Must successfully pass Pre-employment and Post- Offer Testing, and extensive background investigation.
• Valid Washington State Driver’s License if driving a vehicle for County business.

POSITION SUMMARY:
This position provides general administrative support for the Corrections Department and provides courteous and efficient customer service to the community.

ESSENTIAL FUNCTIONS:
The following duties are essential for this position. However, they are not to be construed as exclusive or all–inclusive. To be successful in this position, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Provides first line customer service to internal and external customers; greets, receives and screens visitors and customers; receives calls on a multi-line phone system and routes calls to appropriate individual or takes messages.
• Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Prints, sorts, stamps, distributes, and processes reports, mail/documents, and bail as required internally for the Corrections Department.
• Functions as a liaison with other County departments/offices, including but not limited to District Court, Superior Court, Sheriff’s Office, and Prosecuting Attorney’s Office.
• Checks and processes bookings; opens new jackets, makes corrections and notifies appropriate parties.
• Enters felony and misdemeanor warrants into various law enforcement databases.
• Facilitates the extradition of fugitives to get them transported to their final destination, both incoming and outgoing.
• Quashes all warrants in Corrections databases that are ordered by the courts.
• Completes the validation of warrants, updates the FFJ report and checks the detainers at other facilities.
• Works with inmates; provides commissary and maintains records of inmate trust accounts, sorts and posts inmate mail, keeps records of inmate medical charges and property damage, and assists and schedules appointments for video visitation.
• Provides background checks and other requested information to officers and authorized agencies, accessing local, state and federal computerized record systems.
• Providers reports and information to various agencies such as DOC, Social Security, Plasma Center, Military recruiters, DSHS, Child Support, etc.
• Schedules Webex appointments.
• Enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Maintains electronic filing, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies.
• Assists other department personnel during peak period of work or for absences.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:

• Functions, procedures, and applicable regulations of the Corrections Department and law enforcement.
• Administrative policies and procedures of the County.
• The County’s and Department’s operating requirements, policies, procedures, and practices; and local, state, and federal regulations related to department programs and operations.
• Current office practices and procedures.
• Operation of standard office equipment and software consistent with this position.

Skill in:

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

Ability to:

• Maintain the security and confidentiality of police records and information.
• Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position.
• Prepare and maintain accurate and concise records and reports.
• Apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Conduct oneself in a professional manner.
• Maintain effective working relationships with individuals within and outside the organization.
• Maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provisions of the Public Records Act and other applicable State and Federal statutes and regulations.
• Work the allocated hours of the position.

PHYSICAL AND WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to adverse environmental conditions.
• Work is generally in a moderately noisy office setting in a corrections facility.
• May require dealing with persons who are hostile, aggressive, abusive or violent, posing threatening conditions.