Records Clerk jobs in Helena, MT

911 Records provides essential support services for our Public Safety partners and community members in Gallatin County. Come join our team of professionals in this important role in Bozeman, Montana. You will receive paid on the job training, a generous benefit package, a competitive salary, medical, dental, vision, paid sick/vacation, and PERS retirement.

This position is located in the 9-1-1 Records Communications Department, hours of operations are 7 days a week, 7am - 11pm. Responsibilities include maintaining, managing and providing confidential and accurate records of the Bozeman City Police, Gallatin County Sheriff's Office and the Detention Center. This position provides assistance and information to the public, law enforcement officers and government agencies; processes and maintains city and county arrest warrants in an accurate and timely manner and maintains mandated State and Federal CJIN/NCIC certification, ensuring compliance with their policies and procedures. This position performs a variety of other duties as assigned by the supervisor, which includes providing administrative backup to 9-1-1 Communications staff. The position reports to the Support Services Supervisor, and does not directly supervise other positions.

RECORDS MANAGEMENT

· Performs data entry of case dispositions, department data and statistics including any updates or changes to reports to maintain accurate and accessible documentation. Coordinates entry and transfer of information to CJIN, NCIC, and the Montana Board of Crime Control.

· Maintains electronic and manual records and filing systems for correspondence, daily case reports, inmate files, rap sheets, fingerprint cards, background checks, reports, contracts, and other confidential materials to ensure effective storage, reference, and retrieval of information using knowledge of the principles and practices records management.

· Enters, queries, clears, or cancels wanted persons, stolen property, missing persons, etc. including coordinating second party checks. Complete and return monthly validation checks from the Department of Justice.

· Filing and maintaining BPD and GCSO incident reports and maintaining Detention Center files.

· Entering Final Disposition information from Courts into appropriate Records Management System and file with case file and sealing records when court order is received.

· Entry of criminal warrants and summons into Records Management System Warrant Module, updates the warrant modules when warrants/summons have been served, dismissed and/or recalled by the court and updates Records Management System name modules with probation and bond condition alerts.

· Performs second party checks on all warrant and protection order CJIN/NCIC entries.

RECORDS DISSEMINATION

· Gathers information requested and analyzes documents for confidential information. Redacts confidential information not available for public inspection, copies documents, collects and records associated fees, and disseminates or coordinates delivery of requested information.

· Runs criminal history/background information checks on customized computer systems.

· Performs other documentation and records management functions using manual filing systems and computer systems.

· Uses State/National Law Enforcement computer systems to obtain or transmit requested information for designated law enforcement agencies (e.g., Montana Board of Crime Control and FBI statistics and reports).

· Processes City Trial requests and Omnibus Hearing requests (Discovery).

· Performs local background criminal history checks for Concealed Weapon permit applicants and responds to FBI NICS queries regarding gun purchases.

· Records 911 calls and radio traffic for officers and attorneys; processes confidential Criminal Justice Information applications and provides copies of incident and accident reports to individuals and insurance companies.

· Redacts confidential information (social security numbers, dates of birth) from outgoing reports.

· Prints the daily dispatch log, displaying in the lobby. Redacts daily dispatch log for GCSO and BPD on weekends printing for lobby and emailing to media.

CUSTOMER SERVICE

· Responds to requests for information or assistance from peace officers or members of the public by accessing and providing requested services or information.

· Copies, disseminates, and documents requested case reports to insurance companies, law enforcement, courts, and other local, state, federal, and private entities. This includes collecting and receipting fees collected from external entities.

· Responds to mail, phone, and reception window inquiries and requests for customer assistance including providing backup to reception personnel, and responding to a variety of information requests (Warrant and Record questions, receiving Concealed Weapon Permit Applications, issuing livestock travel permits, animal releases and serving civil papers).

· Answers City and County non-emergency phone lines and assists public by directing to appropriate agency, answering questions when able or creating Calls for Service in CAD system when appropriate.

CJIN/NCIC

· Completion of vehicle registration, drivers license and criminal history queries for officers, the City and County attorney’s office and enters orders of Protection into CJIN.

· Completion of driver’s license, criminal history and NICS queries for Concealed Weapon Permit Applications.

MINIMUM QUALIFICATIONS:The position requires the ability to learn and operate many software applications; skill in operating common office equipment (e.g., copiers, printers, multi-line telephone, etc.); strong communication skills for assisting the public and other agencies and departments, and the ability to communicate effectively verbally and in writing. This position must have the capability of gaining knowledge of the Criminal Justice Information System; the laws and regulations dictating our policy and procedure, the functions of city and county government offices, records management, Montana Codes Annotated, and research methods and procedures.

EDUCATION AND EXPERIENCE:

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to a high school diploma and three (3) or more years of general office experience.

Licenses and Certifications: The CJIN/NCIC certification is required within 6 months of hire date.

Criminal history checks will be completed on all applicants before interviews and testing phases. By applying to this position you are giving consent to have your criminal history check done. Final candidates will be required to successfully pass a full background investigation.

TO APPLY: Go to the “Careers” tab on our Gallatin County Website (https://gallatincomt.virtualtownhall.net/), locate this job and click APPLY. OR copy and paste this link: “https://www.governmentjobs.com/careers/gallatinmt/”

Be prepared to upload the following documents listed below.

• Cover Letter
• Resume’
• Typing Test (40 wpm) – Candidates will receive a link providing access to the CritiCall typing test application.

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, color, religion, creed, political ideas, sex, sexual orientation, gender identity, age, marital status, national origin, or physical or mental disability.

Gallatin County offers an excellent benefits package including health benefits where premiums for FT employees are covered by the County. Employees participate in a mandatory retirement plan through MT Public Employee Retirement System. Employees receive 12 paid days of sick, 15 days of paid vacation and 10-11 paid holidays per year.

Job Type: Full-time

Pay: $20.24 - $22.34 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Weekends as needed

Work Location: In person