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RMS Support Specialist

ONEIDA COUNTY

JOB DESCRIPTION

SUMMARY   Performs the job in accordance with established and evolving policies and procedures, employee handbooks, and standard operating procedures, but displays independent action so that only unusual situations are referred to the Management Services Administrator.  Position requires a considerable need for judgment and a high degree of accuracy.  Performs a variety of bookkeeping, record keeping and clerical tasks related to keeping confidential accounts and records within the Sheriff’s Department. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

Organize and enter statistical crime information data into the Records Management System (RMS) software.  Compile and prepare reports and analysis based on the data entered into the software.  Scan and attach appropriate documentation. 

Enter and maintain the statute tables in the RMS software.  Maintain and compile an updated copy of the County Code and disseminate to Sheriff’s Office personnel and other county departments as necessary.   Maintain tables in the RMS software as directed by the Management Services Administrator.

Act as the primary merge operator for field reporting.  Assist Sheriff’s Office employees by developing lesson plans and providing the necessary training, guidance, and follow through with questions regarding the completion of electronic reports in mobile and mobile merge.

Act as the initial contact for Sheriff’s Office employees regarding questions pertaining to use of the RMS.  Be the liaison between the Sheriff’s Office, other law enforcement and county agencies when required.

Act as the liaison to the FBI and WI Department of Justice (WI DOJ) when questions arise regarding compliance with federal and state IBR standards.  Research and maintain a proficient level of IBR knowledge to assist Sheriff’s Office and other agency employees with technical questions regarding the entries and submissions of data into the RMS system.    Assist with necessary IBR program modifications.

Review incidents for correct dispositions and IBR compliance and compile spreadsheets of missing cases.

Maintain and update citation inventory and order new forms as necessary.

Prepare statistical reports regarding special events for administrative review.

Review duplicate global subject, business, vehicle and gun jackets created by Sheriff’s Office employees and consolidate when necessary.

Enter and maintain Case Management information and compile reports as requested.

Maintain information regarding alarm systems and assist with enforcement of county code.  Draft correspondence to business/home owners and prepare citations for Law Enforcement review for repeat alarm ordinance violators.

Using proper format, types and processes technically accurate letters, memoranda and reports; formulates, composes and/or edits correspondence and reports; receives and processes all records related correspondence including routing to appropriate persons and/or initiating appropriate response.

Serve as liaison between the Sheriff’s Office, the District Attorney’s Office, Department of Social Services, Clerk of Circuit Courts, Land Information, and other Law Enforcement or Governmental Agency as directed.

Use and develop RMS capabilities to identify crime locations and/or times to provide scientifically based methods for law enforcement to accurately target its efforts.

Maintains meeting calendars as directed.

Respond to telephone and in-person inquiries about the department and its services; maintains department case confidentiality, forward calls and directs persons to appropriate personnel or agency. This includes receptionist duties as directed.

Types, from dictated materials, memoranda on field investigations, interviews, phone conversations, court appearances and John Doe proceedings, handwritten rough drafts and other materials; drafts routine correspondence and reports including reports prepared from Crime Laboratory Reports for entry into department files.

Compile and assemble case materials in proper order for use in prosecutorial review, coordinating the flow of documents to appropriate person(s). 

Receive and record in an accurate and complete manner messages from informants, defendants, and other criminal justice personnel in the absence of the detective and insures proper notification and/or distribution.

Assemble training materials for presentations for local and outside agencies; arrange for timely duplication and dissemination of materials.

Maintains inventory of office supplies and equipment, prepares and presents requests to purchase same.

 Compile billing information for processing and maintain a log of records that are disseminated without fees.

 Performs a variety of records and criminal history checks, within the guidelines established in the open records law, for Oneida County and Township governmental agencies, private business, Armed Services, Post Office, etc.  Prepares required information on forms, signs and mails form as directed.

 Perform back-up duties to other positions in the Management Services Division as assigned by the Management Services Administrator.

 Perform duties as a Field Training Officer (FTO) by training new employees in the Public Records Section.  Identify, develop, and prepare a training plan and training schedule for approval of the Management Services Administrator.

 Any other duty as assigned.

 QUALIFICATIONS   To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Knowledge of computer hardware, software, and accessories, including but not limited to word processing software, spreadsheets, the internet and the AS400.

Ability to maintain accurate, complete records and prepare clear and detailed reports.

Ability to type 50wpm and accurately operate a 10 key calculator.

Ability to maintain confidentiality and testify in required hearings.

Ability to organize and prioritize work and exercise initiative.

Must be able to develop and maintain working relationships with Sheriff’s Office personnel, other law enforcement and government agencies and the public.

 REASONING ABILITY

Ability to evaluate situations and make good decisions based on practices, rules, procedures, and state and federal laws.

 EDUCATION and/or EXPERIENCE   

High School degree.

Two years of post High School education with course work in accounting, bookkeeping, math and secretarial science.

Two years work experience in an office as a typist, secretary, or related area.

  LANGUAGE SKILLS   

Good oral and written communication skills.

 MATHEMATICAL SKILLS

Knowledge of bookkeeping, record keeping, accounts receivable, and accounts payable.

 CERTIFICATES, LICENSES, REGISTRATIONS   

Maintain required certifications for CIB/TIME system.

Valid Wisconsin Drivers License with no operating privilege restrictions.

 PHYSICAL DEMANDS   The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK ENVIRONMENT   The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.