Records Specialist

Position Summary

This role encompasses two divisions within the Harris County Sheriff's Office: the Criminal Warrants Section (contract role without benefits) and the Central Records Division (full-time with benefits). Both require 24/7 coverage across various shifts: 6 am-2 pm, 2 pm-10 pm, and 10 pm-6 am. Shift assignment depends on seniority and departmental needs.

Responsibilities - Criminal Warrants Section

• Address inquiries from various departments and law enforcement about criminal warrants
• Handle warrant processing including bond forfeitures, surrenders, revocations, and probation violations
• Generate criminal histories and enter warrants into TCIC/NCIC databases
• Verify and acknowledge new criminal warrants
• Prepare classification for warrant jackets based on offense types
• Manage warrant switch-outs and bond returns
• Create C-87 reports related to warrant status changes
• Respond to teletypes using Open Fox for warrant confirmations and related reports
• Attach criminal histories to warrants and recheck database entries
• Run reports for jail warrants and handle warrant cancellations
• Collaborate with immigration for inmate holds and transport arrangements
• Handle cases involving presumed deceased individuals requiring dismissal
• Enter and remove Missing Persons from TCIC/NCIC
• Perform additional related duties as needed

Responsibilities - Central Records Division

• Review and process legal documents concerning court releases, bonds, dismissals, and case statuses
• Sort and verify Court Directives, Warrants, Capias, Pretrial Bonds, Judgments, Sentences, and teletypes
• Coordinate defendant release and schedules with agencies and parole officers
• Ensure compliance with pretrial release policies
• Manage processing for work-release and early release programs
• Handle bookings and court-related information including warrants
• Provide information to public, bonding companies, and law enforcement
• Process penitentiary packets and coordinate inmate transfers within jail systems
• Prepare Out-of-County paperwork and notifications
• Calculate inmate sentences and apply Good Time Credit
• Manage detainers, warrants, bonds, expunction orders, and related requests
• Process cost bills and prepare financial paperwork in cooperation with business office
• Verify and manage County bonds and refund processes
• Communicate with various law enforcement agencies for inmate holds and transport scheduling
• Provide licensing documentation to bondsmen
• Maintain filing systems and ensure document accuracy
• Handle telephone communications and information dissemination
• Compile data, generate reports and computer data entry
• Coordinate among departments, agencies, and criminal justice groups
• Ensure compliance with regulations and assist in training as necessary
• Undertake other duties assigned by management

Minimum Qualifications

• High school diploma or GED
• At least two years of clerical experience in an office setting
• Pass the HCSO Records Specialist Test with a minimum score of 75%
• Obtain TCIC/NCIC Certification within six months of hire

Required Knowledge and Skills

• Familiarity with county policies and Sheriff's Office procedures
• Understanding laws related to release of law enforcement records
• Principles of records management
• Proficiency in MS Office (Word, Excel, Outlook) and standard office equipment
• Strong command of English grammar, spelling, and punctuation
• Customer service and public relations abilities
• Accurate document review and information extraction
• Effective verbal and written communication skills
• Team collaboration within diverse environments
• Capability to work efficiently under high-stress situations
• Maintain cooperative relationships with federal, state, and local law enforcement
• Recognize counterfeit currency and report incidents appropriately

Additional Information and Conditions

• Full-time positions offer competitive benefits including medical, dental, vision, life insurance, long-term disability, employee assistance, vacation, holidays, parental leave, professional development, and retirement plans
• Shift work includes weekends, holidays, and overtime as required
• Extensive background investigation mandated to access confidential law enforcement information
• Applicants must provide proof of citizenship/work authorization, identification, social security card, education credentials, and military discharge documentation if applicable
• Strict adherence to equal opportunity employment policies