The Warrants and Records Division of the Sheriff’s Office services 15 separate county courts. Warrants and records secretaries are responsible for the accurate and timely processing of felony, misdemeanor, juvenile, body attachment, and commitment warrants, orders of protection, no contact orders, quash orders, recalls, dismissals, vacates, record checks, FOIA requests, inmate medical records, originating agency case (OCA) files, extraditions, daily filing and daily mail and phone activity, from both citizens and law enforcement agencies from across the country. They are responsible for ensuring courts receive information pertaining to court cases, insuring pickup of essential paperwork in a timely manner, and sealing/expunging appropriate files. This position requires dedication to a high degree of accuracy and the ability to multi-task in a highly stressful environment. This position also requires a working knowledge of the court system and Arkansas Criminal procedure. All records and data handled are of high degree of confidentiality. Inaccurate information in either of the data bases could result in a wrongful arrest and the county facing litigation.

The individual in this position will be required to become ACIC (Arkansas Crime Information Computer) state certified and maintain a working knowledge of system upgrades and requirements.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

1. Processing warrants, logging/scanning in required places, making sure all governor’s warrants and body attachments are properly executed, entering all Orders of Protection, Quash Orders, Juvenile Orders into the National (NCIC)m State (ACIC) and in-house systems. Ensuring all warrants are properly second party checked. This must be done with 100% accuracy and in a timely manner.
2. Entering modifying or deleting NCIC and ACIC information depending on circumstances.
3. Initializing and/or maintaining OCA files.
4. Answering phone calls and directing them to the appropriate department, emails, or in-person inquiries, and providing necessary assistance/information to inquiring authorities or citizens.
5. Maintaining an accurate warrants list.
6. Processing court dockets in a timely manner.

Essential Job Duties (continued)

7. Distributing paperwork and court forms to municipalities, courts, and county offices.
8. Performs criminal history records checks as necessary.
9. Coordinates extradition requests, approval, and sets up necessary travel arrangements.
10. Prepares monthly, quarterly, and year-end reports pertaining to warrants.
11. When necessary, provides replacement support for the executive secretary.
12. Performs NCIC monthly validations for audits.
13. Audits inmate records when released from detention to insure accuracy in both the OCA and computer records.
14. Performs clerical functions such as keyboarding, filing, time management and the ability to establish priorities.
15. Printing/emailing reports to the media.
16. Writing receipts when civil is not available.
17. Assisting citizens in the phone in the lobby to call dispatch or getting a hold of a deputy.
18. Close relationship with Prosecutors office regarding placing detainers and locating defenders.

Qualification Requirements:

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.

Supervisory Responsibilities: None

Education and/or Experience:

Must hold a high school diploma or equivalent

Other Skills and Abilities:

Must have working knowledge of office systems software and the Sheriff’s Office and Jail computer systems. In addition, an understanding of basic law standards is needed. Problem solving and decision-making skills as well as, the ability to multi-task and function in a high stress environment. The position requires excellent communication skills. All employees are required to obtain ACIC certification once hired.

Working Relationships:

Must be able to develop positive working relationships within the divisions of the Benton County Sheriff’s department and outside agencies. The secretary must be able to represent the Sheriff’s Office in a professional and respectful manner at all times.

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.

While performing the duties of this job, the employee is regularly required to hear, see, and use hands to perform daily duties. The employee must regularly stand, walk, sit, climb, stoop, kneel, crouch, and occasionally lift up to 50 lbs.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions.

This position is assigned to a general office environment with moderate noise levels and interruptions.