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Records Specialist Positions
This posting covers both the Records Specialist in the Criminal Warrants Section and the Central Records Division. **** The Criminal Warrants Section is a Contract position WITHOUT Benefits to a possible Full-Time Position **** The Records Specialist position in the Central Records Division is a full-time role that includes benefits. This position requires 24-hour coverage, 7 days a week, and includes shift work. The assignments require being able to work various shifts, 6 am-2 pm, 2 pm-10 pm, and 10 pm-6 am. Shift assignments will be based on seniority and the needs of the department. Contract - Records Specialist with the Criminal Warrants Section Location: 9418 Jensen Dr., Houston, TX 77093 The primary responsibility of a Records Specialist with the Criminal Warrants Section is to facilitate administrative duties in coordination with the processing of law enforcement-related documents. Duties and Responsibilities: Respond to inquiries from the Joint Processing Center, Central Records, Courts, as well as other Law Enforcement Agencies about Criminal Warrants Process warrants include bond forfeiture, bond surrender, revocation of bond, probation violations, etc. Run criminal histories and prepare warrants for entry into the TCIC/NCIC databases Verify criminal warrants and acknowledge new warrants. Prepare warrant jackets for classification (sex offenders, aggravated charges, probation violation, bond forfeiture, indictment, etc.) Process warrant switch-outs when a bond is surrendered and an indictment is received. Return bond surrendered to the Clerk's Office. Prepare C-87s reports when the warrant is no longer viable, such as bond reinstatement, cases dismissed, and bond transfers. Respond to all forms of teletypes (messages from TCIC/NCIC) utilizing Open Fox to confirm warrants for outside agencies, hit confirmations, attempt to locate, and runaway reports. Print and attach criminal histories to warrants, and recheck TCIC/NCIC entries. Run reports to check if people in jail have other warrants or to cancel warrants that are eligible for deletion. Collaborates with immigration to place holds if a subject is in their custody and arranges transport of inmates in ICE custody to HCSO. Process warrants for people who are presumed to be deceased and take the necessary steps to get a death certificate so the case may be dismissed Missing Persons entry in/removal from TCIC/NCIC Perform other related duties as assigned Full-Time position with HCSO Benefits, Central Records Division Location: 700 N. Jacinto 1st Floor
Central Records Under general supervision, performs a wide variety of administrative duties in the coordination and processing of legal and law enforcement documents and reports in the Central Records Division while exercising discretionary authority with infrequent supervision/instructions and with frequent access to confidential information. Duties and Responsibilities: Review and process documents related to court release, pretrial bonds, early release pretrial bonds, reintegration court bonds, court dismissals, cases of no probable cause found, etc. Receive, sort, interpret, and verify all Court Directives, Warrants, Capias Profine, Alias Capias, Pretrial Bonds, Judgements, sentences, and teletypes. Researches information relating to the release of a defendant and coordinates/schedules the release of defendants being picked up by other agencies, programs, and/or parole officers Ensures compliance with pretrial release from custody of eligible arrestees with misdemeanor charges filed against them Processes documents and all court-ordered Surrenders, Off-Work Hours Programs, Sheriff's Weekender Work Programs, and Early Release Programs Processes Board of Pardons and Parole bookings, releases, court date information, hearing dates, and entries of Blue and White Warrants Provides information to the public, bonding companies, and other law enforcement agencies Books, additional or new charges against the defendants Process TDCS Penitentiary Packets including Criminal History, Indictment, Judgement, and Sentencing Document, Offense and Conduct Report Coordinates the transfer of inmates to and from the Harris County Jail system Prepares Out-of-County paperwork on individuals who need to be brought before a magistrate, book, or case, and sends a notification to the out-of-county agency Calculates inmate time to serve based on the Bill of Cost while applying Good Time Credit according to state law Processes detainer and bench warrants; surety, cash, and non-arrest bonds; expunction orders; and letters of incarceration for defendants, bonding companies, and other agencies upon request Processes cost bills associated with judgments and sentences, fines, or surrenders. Prepares deposit paperwork and accounting in coordination with the Business Office Verifies and processes County bonds with responsibility for refund requests, and prepares IRS forms Communicate through the OMNIXX system with law enforcement agencies throughout the U.S. to ensure holds are placed for wanted individuals and to arrange and schedule delivery and pick-up dates and times for inmates. Provide bondsmen and their employees with all necessary forms for licensing. Establishes, revises, and maintains a filing system of memoranda, letters, and other documents Review documents to ensure forms are filled out completely and accurately Answers telephones, takes messages, provides information, and refers inquiries to appropriate locations Assists in compiling data, types and distributes reports and correspondence, and enters computer data Coordinates work between organizational units of the department, other HC Departments and governmental agencies, and criminal justice groups inside and outside of Texas Complies with Civil Service, departmental, bureau, and division rules, regulations, and standard operating procedures May assist in training others on specific issues within the assigned duty section Performs other related duties as assigned This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. Minimum Requirements Pass the pre-employment HCSO Records Specialist Test with a minimum overall score of 75% High School Diploma or G.E.D. A minimum of two (2) years of paid work experience in an office environment performing clerical duties TCIC/NCIC Certification within six (6) months of hire Knowledge of: County policies and procedures Basic functions, procedures, and policies of the Sheriff's Office Basic laws and regulations governing the release of information from law enforcement agency records Principles of record keeping and records management Skilled in: Operating a personal computer and the use of standard office software programs such as MS Office Word, Excel, and Outlook Operate standard office equipment such as copiers, scanners, printers, and calculators General office methods, procedures, and practices Correct English, grammar, spelling, and punctuation Public relations and customer service Reviewing documents and extracting relevant information Effective communication, verbally and in writing Fundamental skills to effectively communicate standard information Developing and nurturing office relationships Establishing and maintaining effective working relationships with public officials, outside agencies, County staff, and the public Ability to: Perform basic arithmetic functions Comprehend verbal, written, and electronic communications Work as a team within a diverse population Function
This posting covers both the Records Specialist in the Criminal Warrants Section and the Central Records Division. **** The Criminal Warrants Section is a Contract position WITHOUT Benefits to a possible Full-Time Position **** The Records Specialist position in the Central Records Division is a full-time role that includes benefits. This position requires 24-hour coverage, 7 days a week, and includes shift work. The assignments require being able to work various shifts, 6 am-2 pm, 2 pm-10 pm, and 10 pm-6 am. Shift assignments will be based on seniority and the needs of the department. Contract - Records Specialist with the Criminal Warrants Section Location: 9418 Jensen Dr., Houston, TX 77093 The primary responsibility of a Records Specialist with the Criminal Warrants Section is to facilitate administrative duties in coordination with the processing of law enforcement-related documents. Duties and Responsibilities: Respond to inquiries from the Joint Processing Center, Central Records, Courts, as well as other Law Enforcement Agencies about Criminal Warrants Process warrants include bond forfeiture, bond surrender, revocation of bond, probation violations, etc. Run criminal histories and prepare warrants for entry into the TCIC/NCIC databases Verify criminal warrants and acknowledge new warrants. Prepare warrant jackets for classification (sex offenders, aggravated charges, probation violation, bond forfeiture, indictment, etc.) Process warrant switch-outs when a bond is surrendered and an indictment is received. Return bond surrendered to the Clerk's Office. Prepare C-87s reports when the warrant is no longer viable, such as bond reinstatement, cases dismissed, and bond transfers. Respond to all forms of teletypes (messages from TCIC/NCIC) utilizing Open Fox to confirm warrants for outside agencies, hit confirmations, attempt to locate, and runaway reports. Print and attach criminal histories to warrants, and recheck TCIC/NCIC entries. Run reports to check if people in jail have other warrants or to cancel warrants that are eligible for deletion. Collaborates with immigration to place holds if a subject is in their custody and arranges transport of inmates in ICE custody to HCSO. Process warrants for people who are presumed to be deceased and take the necessary steps to get a death certificate so the case may be dismissed Missing Persons entry in/removal from TCIC/NCIC Perform other related duties as assigned Full-Time position with HCSO Benefits, Central Records Division Location: 700 N. Jacinto 1st Floor
Central Records Under general supervision, performs a wide variety of administrative duties in the coordination and processing of legal and law enforcement documents and reports in the Central Records Division while exercising discretionary authority with infrequent supervision/instructions and with frequent access to confidential information. Duties and Responsibilities: Review and process documents related to court release, pretrial bonds, early release pretrial bonds, reintegration court bonds, court dismissals, cases of no probable cause found, etc. Receive, sort, interpret, and verify all Court Directives, Warrants, Capias Profine, Alias Capias, Pretrial Bonds, Judgements, sentences, and teletypes. Researches information relating to the release of a defendant and coordinates/schedules the release of defendants being picked up by other agencies, programs, and/or parole officers Ensures compliance with pretrial release from custody of eligible arrestees with misdemeanor charges filed against them Processes documents and all court-ordered Surrenders, Off-Work Hours Programs, Sheriff's Weekender Work Programs, and Early Release Programs Processes Board of Pardons and Parole bookings, releases, court date information, hearing dates, and entries of Blue and White Warrants Provides information to the public, bonding companies, and other law enforcement agencies Books, additional or new charges against the defendants Process TDCS Penitentiary Packets including Criminal History, Indictment, Judgement, and Sentencing Document, Offense and Conduct Report Coordinates the transfer of inmates to and from the Harris County Jail system Prepares Out-of-County paperwork on individuals who need to be brought before a magistrate, book, or case, and sends a notification to the out-of-county agency Calculates inmate time to serve based on the Bill of Cost while applying Good Time Credit according to state law Processes detainer and bench warrants; surety, cash, and non-arrest bonds; expunction orders; and letters of incarceration for defendants, bonding companies, and other agencies upon request Processes cost bills associated with judgments and sentences, fines, or surrenders. Prepares deposit paperwork and accounting in coordination with the Business Office Verifies and processes County bonds with responsibility for refund requests, and prepares IRS forms Communicate through the OMNIXX system with law enforcement agencies throughout the U.S. to ensure holds are placed for wanted individuals and to arrange and schedule delivery and pick-up dates and times for inmates. Provide bondsmen and their employees with all necessary forms for licensing. Establishes, revises, and maintains a filing system of memoranda, letters, and other documents Review documents to ensure forms are filled out completely and accurately Answers telephones, takes messages, provides information, and refers inquiries to appropriate locations Assists in compiling data, types and distributes reports and correspondence, and enters computer data Coordinates work between organizational units of the department, other HC Departments and governmental agencies, and criminal justice groups inside and outside of Texas Complies with Civil Service, departmental, bureau, and division rules, regulations, and standard operating procedures May assist in training others on specific issues within the assigned duty section Performs other related duties as assigned This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. Minimum Requirements Pass the pre-employment HCSO Records Specialist Test with a minimum overall score of 75% High School Diploma or G.E.D. A minimum of two (2) years of paid work experience in an office environment performing clerical duties TCIC/NCIC Certification within six (6) months of hire Knowledge of: County policies and procedures Basic functions, procedures, and policies of the Sheriff's Office Basic laws and regulations governing the release of information from law enforcement agency records Principles of record keeping and records management Skilled in: Operating a personal computer and the use of standard office software programs such as MS Office Word, Excel, and Outlook Operate standard office equipment such as copiers, scanners, printers, and calculators General office methods, procedures, and practices Correct English, grammar, spelling, and punctuation Public relations and customer service Reviewing documents and extracting relevant information Effective communication, verbally and in writing Fundamental skills to effectively communicate standard information Developing and nurturing office relationships Establishing and maintaining effective working relationships with public officials, outside agencies, County staff, and the public Ability to: Perform basic arithmetic functions Comprehend verbal, written, and electronic communications Work as a team within a diverse population Function