Document Technician

NOTICE TO APPLICANT

This position will close at 12:00AM MST on the End Date.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

Job Description

PURPOSE SUMMARY. Provide administrative support for Sheriff’s Office Records functions, internal and external customer service requests, and information management.

ESSENTIAL DUTIES.

• Organize, prepare, maintain and disseminate records collected in the course of law enforcement activities according to state, federal, and DASO procedures.

• Greet visitors, on the telephone or in person, and provide accurate information, appropriate services, or direct them to appropriate resources.

• Responsible for assisting public with report disseminations, procedural help and advice, and visitor notifications.

• Answers incoming calls, transfer calls, take and deliver messages, and provide procedural assistance to callers.

• Transcription duties to include accurately entering data from recorded reports, supplements, and statements into Records Management Database or standard statement format. Organize paperwork for reports, proofread and make corrections as needed.

• Maintain accurate digital and paper records and files that permit timely retrieval.

If assigned to a records position, in addition to A-H above:

• Research and prepare background checks as requested in a timely and accurate manner.

• Prepare discovery packets in response to subpoenas for records.

• Prepare DWI verifications for the District Attorney’s (DA) office.

• Organize class III juvenile delinquent record documents and submits to New Mexico Children, Youth, and Families Department (CYFD).

• Research and copy videos from patrol units as requested.

• Maintain case files and digital scanning of files.

• Send court subpoenas to Deputies regarding upcoming hearings.

• Track, monitor and merge cases and citations from various internal databases to submit to courts and proper case files.

• Research and gather documentation for Inspection of Public Records Act (IPRA) requests.

• Generate reports from the records management system for statistics and analytical purposes as well as National Incident-Based Reporting System (NIBRS) reporting requirements.

• Assist with customer service at the front desk and by telephone for the public.

• Receive payments and issue receipts.

• Occasional assignment to a substation within the county.

• Exposure to highly confidential law enforcement information to include graphic content in reports, videos, audio, and photographs that could be disturbing in nature.

If assigned to Fleet Services, in addition to A-H above:

• Provide customer service, to both internal and external customers.

• Route inter-office and U.S. mail for the Fleet Division.

• Answer questions and provide assistance to the Fleet Coordinator.

• Assist with various documents, which include registrations, inspections, purchase requests, bid specifications, billing and budget documents.

• Under the direction of the Fleet Coordinator: issue, collect and destroy fuel cards.

• Certify, process, and file invoices for payment from contractors, dealers, title companies, and vendors.

• Store, create, and retrieve vehicle information files.

• Document and record, as needed, and assure that file records are kept orderly and current.

• Resolve routine problems encountered.

• Provide information and explain departmental procedures in response to questions raised by the public.

ADDITIONAL DUTIES. Participate in community functions as part of proactive

Community policing philosophy and other related duties as assigned.

QUALIFICATIONS.

A. Education. High School Diploma or GED.

B. Experience. Two years of full-time responsible and advanced administrative or responsible customer service work experience depending on functional area of assignment. Specialized experience or advanced education relevant to the department is highly desirable.

D. Education/ Experience substitution. In accordance with County policy.

E. Licenses/Certifications. Valid Driver’s License

F. Other (e.g., post-offer medical exam, polygraph, background check, driver’s

license record, etc.). Must successfully pass background check, and motor vehicle record check. No felony convictions.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of: General office practices, procedures, and use of office and computer equipment; proper methods to maintain accurate records; and proper cash handling and balancing procedures. Must be able to perform repetitive tasks with minimal errors.

Skills: Keyboarding supplemented by knowledge of standardized word processing software and peripheral equipment in order to create, copy, edit (make insertions or deletions or move material from one place to another), store, retrieve and print a variety of standardized documents using predetermined formats, form letters and mailing lists. The work performed also includes the receipt or transmission of electronic mail, and updating of electronic calendars.

Ability to: Read and comprehend simple instructions, short correspondence and memos, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Analyze facts or situations to determine appropriate action, handling highly sensitive and confidential law enforcement information to include graphic content in reports, videos, audio, and photographs that could be disturbing in nature. Ability to communicate and de-escalate situations professionally and tactfully. Dealing with a culturally diverse population, establishing, and maintaining effective and cooperative working relationships with others.

Compensation Range

$18.14 - $27.22

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person’s race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.