Records Assistant Jobs in Minnesota (NOW HIRING)

The Administrative Assistant/Records provides a variety of office support services for the Wadena County Sheriff’s Office including records management, customer service, gun permit issuance and civil process record management.

• Provides customer service to the public in person, by phone and email provides information, directs to appropriate staff or agency; and takes messages.
• Processes law enforcement records for input into electronic records system.
• Maintains digital and audio media file system.
• Accepts payments and issues receipts.
• Accepts Civil Processing documentation from the public, Wadena County Court Administration, other county court administration and prepares said documents to be distributed for processing. Some papers have priority dates from Court or other agencies and need to be processed immediately.
• Prepares and receives confidential letters, composes correspondence and constructs reports for the Sheriff.
• Processes Permit to Carry/Purchase Handgun applications including background checks, issues permits and enters data into computerized database. Permit to Carry Applications must be granted or denied 30 days of receipt by MN State Statute. Permit to Purchase Applications must be granted to denied within 30 days by MN State Statute.
• Monitors gun permits in Gun Permit Program through Annual Reviews daily and recommends issuance, suspension, and revocation of permits.
• Performs criminal record checks that need to be processed within 10 days, with other county gun permit records checks taking priority.
• Ensures compliance with the Minnesota Government Data Practices Act for dissemination of records and data which requires release of such data within 10 days of the date of the request.
• Acts as data practices officer regarding release of Sheriff’s Office records and develops and maintains Wadena County Sheriff’s Office Policy Manual regarding the MN Data Practices Act.
• Manages the agency Records Management System.
• Prepares and submits reports for criminal matters to County and City Attorneys, which procedurally need to be in their offices the morning of the next business day.
  • Serves as the final checkpoint and ensures video/body cam, recordings, reports, pictures, 911 recordings, are all downloaded, burned  copied to discs and brought to the correct department.
  • Transcribes all WCSO body cam, squad video, 911 recordings, statements, and releases transcriptions pursuant to MN State Statute for data requests. The transcriptions for a jury trial need to be done a week before the jury trial begins.
• Administers all civil fingerprinting for WCSO.
• Provides crime and statistical reports to the Bureau of Criminal Apprehension, which need to be submitted by the 5th day of the following month.
• Sets up computer and manual filing systems.
• Monitors statistics reported to the BCA, verifying the proper codes are correctly entered.
• Tracks and itemizes all Sheriff’s Office inventory for budget reporting.
• Tracks and posts court dates and inmate transports for Jail Administrator.
• Prepares warrant entries, clearings, and all queries in CIS records system. All warrants must be entered within 3 days.
• Maintains Sheriff’s Office website.
• Processes office and inmate mail.
• Help Administrative Assistant/ Accountant with bi-weekly deposits in the absence of the Chief Deputy.

• Provides backup and assistance to all Sheriff’s office support personnel.
• Attends training/educational sessions, meetings, and seminars to keep current on legislative and regulatory changes and best practices.
• Attends and participates in staff meetings.
• Maintains knowledge of policies, rules, and regulations regarding duties.
• Maintain BCA Certification.

While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.

• Knowledge of office support practices and equipment.
• Knowledge of business arithmetic.
• Knowledge of spreadsheets and database software.
• Knowledge of general record keeping and filing systems.
• Ability to understand and carry out detailed written and oral instructions.
• Ability to maintain effective working relationships with supervisors, co-workers, and the public.
• Ability to perform detailed work with speed and accuracy.
• Ability to use various computer and software programs.
• Ability to handle confidential information and follow data practices requirements.
• Ability to work under limited supervision with general autonomy in determining how objectives are achieved; supervisors generally set operating benchmarks, goals, and objectives.
• Ability to use analytical ability to select, evaluate and interpret data from several sources; interpretation of guidelines, policies and procedures is required.
• Ability to maintain effective communication and working relationships within the Sheriff’s Office and other departments, outside agencies and public (supplying or seeking information) on specialized matters requiring detailed or technical responses.

• Associate degree and;
• Three (3) years of relevant experience.
• Equivalent or equal combination of education and experience
• Ability to complete the following trainings within one year of hire: Data Practices, Gun Permit, Civil Process and NIBRS Training.

• Office equipment and technology

This job typically requires sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is prolonged exposure to computer keyboards and video screens. This position is generally light-duty and may require the exertion up to 20 pounds of force.

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office or other in-door environment.

The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

• Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
• Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff.
• Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
• Represent Wadena County in a professional manner to the public, outside contacts and constituencies.

Wadena County is an Equal Opportunity/ Affirmative Action Employer.