Sheriff Record Specialist

The MCSO is mandated by Arizona Revised Statutes to maintain a central repository of criminal arrest warrants and other injunctions of courts within Maricopa County; providing 24-hour-per-day access and verification services.

The consequence of error for this unit is substantial , and if handled improperly or delayed could result in many liabilities to include, but not limited to, loss of life, financial liability for wrongful arrest, if not properly validating warrant entries, the Federal Bureau of Investigation (FBI) could order all warrants be removed from the National Crime Information Center (NCIC) database, and delay in process.

PLEASE NOTE THAT THERE ARE VACANCIES LOCATED WITHIN THE RECORDS & ID DIVISION AT 201 W. JEFFERSON STREET, PHOENIX.

Position Qualifications:

Minimum education and/or experience:
High school diploma or GED and two (2) years’ full-time clerical experience in a legal, court, or justice system related environment. An equivalent combination of post-secondary education and/or job related experience may substitute for the required experience on a year for year basis.

Specialized training, certifications, or other special requirements:
Within six (6) months of employment or assignment must train, functionally test and affirm the proficiency of terminal operations to assure compliance with Federal Bureau of Investigation (FBI) CJIS policy and regulations, and successfully retest every two (2) years. Required to participate in a polygraph examination and extensive background review. Training provided on-the-job: FEMA NIMS – IS 100 and 700; OSHA Training and ADP Payroll System Training.

Knowledge, Skills, and Abilities:
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, and other office procedures and terminology. Knowledge of data entry equipment and office practices and procedures. Skilled in the operation office equipment including, but not limited to, typewriter, dictation or transcribing equipment, calculator, fax machine, printer/copier and computer terminal. Skilled in giving full attention to what other people are saying, taking time to understand points being made, asking questions as appropriate and not interrupting at inappropriate times. Skilled in verbally communicating with others to convey information effectively. Ability to accurately prepare and maintain records, files and report. Ability to speak to different audiences including supervisors, coworkers and the public. Ability to write in a clear, concise and organized manner, using the most suitable format for the material and audience. Ability to exercise judgment and care in supplying information from files and records. Ability to prepare statistical reports. Ability to establish and maintain constructive and cooperative working relationships with individuals from the public, and all levels of the organization. Ability to type a minimum of 35 words per minute.


Preferred education and/or experience:

Law enforcement, legal or court records experience.

Working conditions:
Must be able to work rotating shifts, weekends, holidays with rotating days off. May be required to work in close proximity to inmates/sex offenders. This is a 24/7 operation, must be able to work rotating shifts, weekends, holidays and varying days off.

Essential Job Tasks:

Maintain and update of the Sex Offender Registration system, including, but not limited to: entering data within ten days of conviction or entrance into the county; fingerprinting and photographing subjects; making notification to the law enforcement agency of jurisdiction; and address changes within three days. Update and maintain the NCIC database, including, but not limited to: the immediate update of records (not to exceed three days) regarding stolen vehicles, guns, missing persons, stolen license plates. NCIC – be available 24/7 to confirm validity of warrants – 10 minutes for urgent requests; 60 minutes for routine requests. NCIC – clear warrants – once known that record is no longer valid. NCIC – must train, functionally test and affirm terminal operator proficiency to assure compliance with Federal Bureau of Investigation (FBI) CJIS policy and regulations – retest every 2 years. Maintain repository for verification of Domestic Violence Orders of Protection, 24/7. Record and report all information on stolen and recovered vehicles to the Department of Public Safety (DPS). Document and provide Maricopa County Department of Transportation (MCDOT) with copies of traffic accident reports. Victim notification – notify victim of the arrest, date, and time of the subject’s initial appearance in court. Victim notification – notify the responsible law enforcement agency of impending incarceration. Provide information to DPS and update files concerning crimes that manifest evidence of prejudice (hate crimes). Supply DPS Central Repository such information as necessary to operate the Uniform Crime Reporting (UCR) program. Fingerprint and provide ID badges for the Ordinance for Adult Oriented Businesses and Adult Service Providers. Order expunging records for wrongly arrested or indicted persons. Grand Jury Summons – notify persons of summons and report to Grand Jury Exhibits daily by noon of summonses served so records can be unsealed. Provide customer service to the public via telephone and at service counter. Maintain multiple filing systems including card indexes. Accurately research and analyze records and files for criminal data, to include the Records Management System (RMS). Process all requests for reports: copy, index, distribute, and microfilm; run dispatch; maintain and log daily statistical reports; code reports according to FBI UCR procedures. Type non-confidential and other forms. Process Public Records Requests. Retrieve data from microfilm; data entry; verify entries. Prepare warrant worksheets; assign active warrants; purge expired warrants, etc.; confirm, clear, cancel, modify all warrants and distribute by fax; sort and log Grand Jury warrants and summonses; distribute and process canceled warrants. Reply to Hot File confirmations; entry into NCIC; annual Hot File validation. Send and receive teletypes. Issue Emergency Order of Protection numbers for all agencies within Maricopa County; process Orders to Quash. Escapes – send teletypes, enter NCIC and create Wanted bulletin. Research and identify inmates in all MCSO jails and distribute notices. Maintain daily statistical reports. Research/update/correct booking data and criminal history in the Jail Management System (JMS). Provide fingerprinting services to the general public. Receive monies and issues receipts. Operate the automated mug shot system. Be present at work site to perform assigned tasks at the times and dates scheduled and/or assigned by the supervisor. This positions requires working in close proximity to inmates/sex offenders.

Selection Procedure:

The Maricopa County Human Resources Department reserves the right to admit to the exam process only those candidates who are considered the most highly qualified. Those selected will be required to pass a written exam. The hiring authority will interview and select the successful candidate from a list provided by Human Resources.

NOTE: Notice of your scheduled examination date will be sent, via e-mail, to the e-mail address provided on your application.

All offers of employment made to new hires and rehires at Maricopa County are contingent upon successful completion of a post-offer, pre-employment thorough background investigation. A background investigation is conducted on a current employee who changes to a Safety Sensitive Position or one having the potential for serious adverse impact on the integrity or efficiency of the County. These requirements do not pertain to employees of elected officials who undergo background investigation processes administered through their respective offices.

Typically successful candidates are hired at a salary rate, up to midpoint of the range, based on applicable experience, internal equity and budgetary allowances.