Records Retention Specialist Jobs (NOW HIRING)

The Yakima County Civil Service Commission is now accepting applications to form a register of eligible candidates for the position of Program Representative I (Law Enforcement Video & Records Retention Specialist) with the Yakima County Sheriff's Office. The purpose of the position is to provide outstanding, seamless support to the Sheriff, Sheriff's Office deputies, to all other law enforcement agencies/criminal justice entities, and to the citizens of Yakima County. Under the supervision of the Records Manager, performs technical administrative law enforcement work in the control and disposition of collected video evidence for the department's body worn camera and in-car video program as well as other law enforcement records existing in various formats. Troubleshoots hardware and software issues, categorizes and tags incoming digital videos, and is responsible for monitoring and fulfilling requests for digital evidence in compliance with various laws, rules, codes and regulations. Requires a high degree of sensitivity to confidential matters. Performs related duties as required.

Benefits included in position: Health Care Benefits (Medical, Dental, Vision, Basic Life and Basic LTD) Retirement Benefits Paid Vacation Paid Holidays Paid Sick Leave This position is under the Yakima County Sheriff's Office Non Commissioned Employees Guild

Provides outstanding Customer Service to the citizens of Yakima County by:

• Receiving and responding to all telephone calls and providing answers and/or directing the caller to the proper agency for assistance;
• Recognizing and responding to sensitive/confidential issues in a professional manner;
• Acting as an advocate to the public by developing and researching referral resources to verify what type of assistance they may provide to a customer when law enforcement is not the resource they need;
• Acting as the first point of contact for angry and/or confrontational citizens who are afraid when offender(s) move into their area and want information;
• Intaking of various applications and paperwork for processing;

Provides clerical support services to Commissioned Personnel by maintaining video storage related to body worn and in-car cameras, preparing documentation for viewing, and verifying accuracy within multiple databases.

Handles workflow received from Commissioned Personnel, ensuring it reaches the prosecutors and other agencies (law enforcement, social services, probation, code enforcement, etc. Workflow is processed both electronically via records system software, by direct data transfer using email, online and file sharing systems, by fax and by hard copy data sharing processes such as interoffice mail or outside mailing services;

Processes Public Records Requests, specifically referencing body and dashboard cameras - Assists the Records Manager with processing public records requests which do require redaction, compiling responsive records as specifically directed to aid in responding to larger, more complicated requests and releases public records to the public after preparation is complete.

Files/archives/scans hard copy records for retention; Interprets, develops and creates processes to regulate and standardize the methods for storage, retention and purging of records by performing ongoing research of retention laws to determine mandatory retention periods for various records in area of duty expertise and staying abreast of best practices for record storage and purging documentation.

Purges records in accordance with federal, state and local statutes.

Responsible for routine management of the digital video evidence and records inventory in the video management system, to include monitoring incoming data, routing of data, updating and/or validating video description fields, expungement process, and monitoring hardware inventory.

Retrieves, reviews, and redacts body worn camera and digital media for distribution to the courts, outside law enforcement agencies, the public and others requestors. Ensures digital media release is in accordance with discovery mandates, subpoenas, policies, procedures, and local, state and federal laws.

Ensure digital evidence is appropriately tagged and categorized according to department policy. Monitors and initiates digital evidence disposition upon review of court disposition orders, statute of limitations, and Oregon Revised Statute requirements.

Responsible for routine functionality audits ensuring video evidence is properly uploaded and policies and procedures related to the new program are being followed.

Provides training to department personnel, courts, and/or outside law enforcement agencies on use of video management system, department procedures and best practices. May also provide some technical support and troubleshooting regarding hardware and software functionality.

Compiles data for monthly, quarterly, and annual reports, ensuring completion by deadlines and in accordance with established goals and objectives.

Coordinates with vendor for routine, well-defined equipment and program-related processes including equipment and software updates, troubleshooting, and equipment service or replacement. Monitors supplies and maintains inventory of video evidence collection equipment and accessories.

Prepares reports and correspondence when required.

Reviews recordings to ensure that sensitive footage of victims and innocent bystanders is appropriately modified to protect their privacy and safety in accordance with RCW 42.56.050

Other duties performed: Assists in training new hires in assigned duty areas of expertise; training and advising of other local agencies when assigned/requested in the use of the Spillman records system for managing records, data entry and inquiring in the criminal justice information system; assigning and monitoring work to unpaid interns and inmate workers.

Monitor and report supply needs to appropriate personnel, or order necessary supplies if applicable (i.e. printing supplies); Monitor and maintain equipment; Responsible for contacting repair personnel as needed (i.e. request help ticket to County TS, help ticket submission to printer maintenance company, etc.); Monitor and report facility issues to the appropriate personnel;

High School Diploma or GED AND three (3) years technical education or experience in area of assignment including at least one year of working with the public; OR an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

• Provide evidence of U.S. citizenship, provide evidence of high school diploma or GED certificate, be at least 18 years of age, be determined suitable for the position based on the results of a background investigation, polygraph examination, and a psychological examination
• Valid WA State Driver's License
• Successful completion of a keyboarding exam with a minimum 30 net words per minute.
• Successful completion of a proficiency exam demonstrating knowledge of Microsoft Windows and Word
• Certifications required after employment:
• First Aid/CPR training (bi-annually; initially as soon as possible after hire)
• Bloodborne Pathogen training (annually; initially as soon as possible after hire)
• Crisis Intervention Training (8 hour minimum with refreshers as needed; initially as soon as possible after hire)
• ACCESS Level 2 Certification (bi-annually – required for use of the Criminal Justice Information System, to be initially mandated to be completed within the first 6 months of employment)

Associate's Degree in Criminal Justice, Legal Office or other related field.

Law enforcement background or similar criminal justice related job experience.

Physical and electronic records retention experience

Strong Grammar and writing skills

This position uses a computer to access the following software programs, data management systems, and agency/vendor websites: Microsoft Office, Excel and Outlook, Spillman, EvidenceOnQ, DigitalOnQ, JIS, Odyssey, DAPS, ACCESS, JBRS, WEBEX, SECTOR, the Sheriff's Intranet, ATF e-TRACE, GovQA, UPS shipping site, Propertyroom.com, Washington RCW website, SOS of Washington website, Department of licensing website, etc.

To perform the duties of this position the following tools and equipment are used: Computer, printer, document imaging scanner, fax machine, copy machine, digital telephone system, alarm panels, hand truck, passenger vehicle.

Excessive Noise, Pathogen exposure, Travel, Multiple work locations, Bending, Carrying, Handling, Lifting, Pulling, Pushing, Reaching, Sitting, Climbing (minimally 2 stairs into archives), Crouching, Hearing, Ability to multitask, Confidentiality, Ability to work under pressure, Ability to articulate and communicate information in conversations, Ability to follow written and verbal instruction, work in a lockdown facility, Standing, Walking, Talking, Visual Activity, Maybe subject to upset/hostile clientele.

Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Knowledge of computer applications including, but not limited to Microsoft Office Suite (Word, Excel, Publisher), and traditional and social media platforms.

Principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

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