Record Specialist

Position Overview 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. See the General Information Section for details 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.

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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

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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 efficiently and effectively in an office environment
• Function efficiently and effectively in High Risk/High-Stress environments and situations
• Maintain a good working relationship with Federal, State, and Local Law Enforcement
• Maintain a good working relationship with various Criminal Justice entities
• Respond to basic routine inquiries and explain standard policies and procedures to others
• Identify counterfeit currency, reporting incidents to the Secret Service

GENERAL INFORMATION

BENEFITS For employees In regular(full-time) positions with HCSO Harris County offers a competitive benefits program, including a comprehensive group health and related benefits plan as well as a defined benefit retirement plan.

The following list of benefits is offered only to employees in regular(full-time) positions:

• Medical
• Dental
• Vision
• Wellness
• Life Insurance
• Long-term disability
• Employee Assistance Program
• 10 days of vacation each year for the first five (5) years of service. Accrual rates increase based on years of service.
• 10 county holidays plus one (1) floating holiday
• Paid Parental Leave
• Professional development opportunities
• Dependent Care Reimbursement Plan
• Healthcare Reimbursement Account
• 457 Deferred Compensation Plan

The following benefits are also available to regular (full-time) employment and may be available to part-time employees:

• Retirement pension (TCDRS)

• Flexible schedules (varies by department)

• Transportation Assistance (Metro Ride Sponsor Program)

In accordance with the Harris County Personnel Regulations, Group Health and related benefits are subject to amendment or discontinuance at any time. Commissioners Court reserves the right to make benefit modifications on the County's behalf as needed. For Plan Details, Visit The Harris County Benefits Website: https://hrrm.harriscountytx.gov/Pages/Medical.aspx

Important Notice: Harris County Sheriff's Office employees are exposed to confidential and law enforcement-sensitive information. A thorough background investigation is required to properly evaluate the suitability of applicants for employment. You must provide accurate information in all aspects of the process. The process will end for applicants who fail to provide truthful information.

The Following Documents Will Be Required For a Background Investigation. To Expedite The Recruitment Process, Make Sure To Upload/attach Copies Of These Documents To Your Application:

• Proof of citizenship or proof of authorization to work and reside in the U.S. (birth or naturalization certificate, permanent residency card)
• State-issued Driver's License or Identification Card
• Social Security Card
• Proof of education (copy of High School Diploma, G.E.D., or college transcripts)
• Military DD-214, if applicable

Hours:

• 40 hours per week - Various shifts based on the position offered
• Including Weekends and Holidays
• Overtime and varying duty hours as required

Equal Opportunity Statement Harris County is an Equal Opportunity Employer and is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, pregnancy, disability, genetic information, or any other protected class in accordance with applicable federal and state laws.

BENEFITS Harris County offers a competitive benefits program, including comprehensive group health and related benefits plan as well as a defined benefit retirement plan.

The following list of benefits is offered only to employees in regular (full-time) positions:

• Medical
• Dental
• Vision
• Wellness
• Life Insurance
• Long-term disability
• Employee Assistance Program
• 10 days of vacation each year for the first five (5) years of service. Accrual rates increase based on years of service.
• 10 county holidays plus one (1) floating holiday
• Paid Parental Leave
• Professional development opportunities
• Dependent Care Reimbursement Plan
• Healthcare Reimbursement Account
• 457 Deferred Compensation Plan

The following benefits are also available to regular (full-time) employment and may be available to part-time employees:

• Retirement pension (TCDRS)

• Flexible schedules (varies by department)

• Transportation Assistance (Metro RideSponsor Program)

In accordance with the Harris County Personnel Regulations, Group Health and related benefits are subject to amendment or discontinuance at any time. Commissioners Court reserves the right to make benefit modifications on the County's behalf as needed. For Plan Details, Visit The Harris County Benefits Website: https://hrrm.harriscountytx.gov/Pages/Medical.aspx

01

Employees of the Harris County Sheriff's Office (HCSO) are exposed to confidential and law enforcement sensitive information. A thorough background investigation is required to properly evaluate the suitability of applicants for employment. For this reason, you must provide accurate information in all aspects of the process. The process will end for applicants who fail to provide truthful information. The following questions address information required to start the pre-qualifying requirements of the recruitment process. All information obtained herein will be used for purposes of initiating a background investigation only. Additional questionnaires will be required at later stages of the application process. We are an Equal Opportunity Employer. We do not discriminate based on race, religion, sex, age, national origin or disability.

• I have read the above statement and understand that by submitting this application I agree to be subject to a background investigation including but not limited to education, employment, driving record, criminal history, financial responsibility, or any such areas of investigation deemed reasonable and justifiable for purpose of employment with the HCSO.

02

Which of the following best describes your highest level of education as it relates to this position?

• High School Diploma or GED equivalency
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher
• None of the above

03

Which of the following best describes your years of paid work experience performing clerical/administrative duties in an office environment? To be considered experience must be clearly documented on the "Employment History" section of your application. Please do not state, "See Resume."

• Two years, but less than three years
• Three or more years
• Not Applicable

04

Please describe your clerical experience.

05

• This full-time 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 department's needs. Which shift are you able to work?
• Day shift
• Night shift
• I am available to work various shifts, 6 am-2 pm, 2 pm-10 pm, and 10 pm-6 am.

06

I understand I will need to take and pass the pre-employment HCSO Records Specialist Test with a minimum overall score of 75%.

• Yes
• No

07

Please provide your full name (Last Name, First Name, Middle Name (no initials)

08

Which of the following citizenship statuses apply to you?

• United States Citizen (Born or Naturalized)
• Permanent Resident (Legally authorized to live and work in the United States)
• None of the above

09

Please provide your date of birth.

10

Please provide your place of birth (city, county, state, and country)

11

• REQUIRED*******Please Provide your Social Security Number (SSN)

12

Do you have a valid driver's license or State-issued I.D.? NOTE: A Texas-issued driver's license is required before the start date.

13

• REQUIRED*******Please provide your current driver's license number, state, and expiration date or State-issued I.D.

14

Have you ever been employed with a law enforcement agency or correctional facility in any position?

• Currently Employed
• Previously Employed
• Never been employed at a law enforcement agency or correctional facility

15

If yes, please list ALL Law Enforcement and/or Correctional facilities where you have worked (provide the name of the facility, address, and years employed). Type "N/A" if not applicable

16

If you have worked at a law enforcement agency or correctional facility, have you ever been terminated, resigned in lieu of termination, or resigned while under investigation?

• Yes
• Not Applicable

17

If yes, please explain (provide details): Type "N/A" if not applicable

18

Have you ever had any of the following Texas Commission on Law Enforcement (TCOLE) certifications?

• Peace Officer
• Jailer (Corrections)
• Telecommunication
• None of the above

19

Please enter your TCOLE PID Number below. Type "N/A" if not applicable.

20

Have you ever....

• Been Convicted of a felony?
• Been accused/charged with a felony that was dismissed, received deferred adjudication, and/or probation?
• Been convicted of a Class A misdemeanor, or the equivalent?
• Been convicted of a Class B misdemeanor, or the equivalent within the last 10 years?
• Been convicted of a Class B misdemeanor, or the equivalent over 10 years ago from today's date?
• Been accused/charged with a Class B misdemeanor or equivalent that was dismissed, received deferred adjudication and/or probation?
• Been dishonorably discharged from the United States armed forces?
• None of the above

21

Please explain your answer below. Include the type of offense, date charged, and date of discharge.

22

The Harris County Sheriff's Office has a strict policy on drug usage. If selected you will be required to take a pre-employment drug screening. All HCSO employees are also subject to random drug testing during their employment. Please answer the following drug use-related questions truthfully, the admittance of past drug use will not necessarily prevent you from future employment with the HCSO.

• I acknowledge the HCSO has a strict drug use policy and that I will be subjected to a drug screening at some point in the recruitment process.

23

Have you ever sold/distributed illegal substances? (e.g. marijuana, prescription drugs, crack, meth, etc.)

• Yes
• No

24

If you answered yes, please provide the date(s) you sold/distributed an illegal substance and explain what kind of illegal substance you sold/distributed. If you answered "no", please type N/A.

25

Have you ever used any form of marijuana?

• Yes
• No

26

If yes, please explain and provide the date (day, month, and year) of the last time you used marijuana. Type "N/A" if not applicable.

27

How many times have you used a prescription drug not prescribed to you?

• Once
• 2 or 3 times
• 4 or 5 times
• 6 or 7 times
• 8 or 9 times
• 10 or more times
• Weekly
• Monthly
• Never

28

When was the last possible date that you used a prescription drug not prescribed to you? Provide a specific date or at least a month and year. Type "N/A" if not applicable

29

Have you ever used any of the following drugs? (Select all that apply)

• Cocaine
• Heroine
• LSD
• Opium
• Other illegal substances
• Speed (Crystal meth, meth, crank, etc.)
• Steroids
• X.T.C. (Ecstasy)
• None of the above

30

If yes, please list the substance used and the last possible date (day, month, year) you used any form of illegal drugs. Type "N/A" if not applicable

31

Have you ever been an officer, a member, or contributed to an organization that advocates or practices the commission of acts of force or violence to discourage others from exercising their rights under the United States Constitution or rights granted by law?

• Yes
• No

32

If yes, please explain your involvement and provide the name of the organization, location, your position, and how long you have been/were a member of that organization. Type "N/A" if not applicable

33

Submitting a complete application is the key to successful recruitment. Please read the following requirements carefully and ensure you have provided/documented all required information. 1) A complete employment history is required to be eligible for consideration. Your application's "Employment History" section must include all work history for the past 7 years or all available work history if you have been working for less than 7 years. Begin with your current (or most recent) job. Include full-time, part-time, temporary, seasonal, military assignments, and unpaid internships. Periods of unemployment between jobs should also be listed. Type "Unemployed" in the employer's box and list the dates you were unemployed. 2) Complete education history is required. The "Education History" section must list all High Schools attended, as well as all Colleges or Universities if applicable. List the name of the school, location (city and state), and dates attended. SUBMITTING AN INCOMPLETE APPLICATION WILL CAUSE DELAYS IN PROCESSING YOUR APPLICATION OR EVEN DISQUALIFICATION.

• I have reviewed my application and verified I have completed all required "Employment History" on this application.
• I have reviewed my application and verified I have completed all required "Education History" on this application.

34

Please check the position or positions you are applying for.

• Contract - Records Specialist with the Criminal Warrants Section Location: 9418 Jensen Dr. Houston, TX 77093
• Full-Time Central Records Division Location: 700 N. Jacinto 1st Floor – Central Records
• I would like to apply for both positions
• Required Question