Records Specialist - Sheriff's Office

Location: Faribault, MN

Job Type: Full-Time

Job Number: 2026-052

Department: Sheriff's Office

Closing Date: 10/6/2026 11:59 PM Central

Job Summary: **OPEN TO INTERNAL RICE COUNTY EMPLOYEES ONLYThe Records Specialist maintains a variety of police records and files in an updated and accurate status to ensure they are accessible for information as requested. Performs a variety of clerical and administrative work for Investigations, the Jail Administrator, Correctional Officers, Deputies, and law enforcement administration. Transcribes confidential electronically recorded interviews for major crimes and internal investigations. Maintains professionalism with the public.

Examples of Duties: Prepares and maintains police records and reports. Compiles statistics and provide periodic reports and a year-end report. Operates the MINCIS and NCIC computer systems. Responds to inquiries from citizens, employees and others; and refers when necessary to appropriate persons with public and assists with their requests. Serves as cashier and receives payments for records; balances cash drawer weekly. Processes requests from the public, attorney's offices, social services, corrections, media, probation, insurance companies and HRA.Maintains records in assigned area to ensure timely accessibility. Assists as needed in civil process clerical duties, evidence, and administrative assistant duties; provides administrative support to Investigations and the Jail Administrator. Other duties as assigned.

QualificationsMINIMUM QUALIFICATIONS: The position requires a high school diploma, and one to three years of clerical experience, or equivalent; proficiency in MS Excel and PowerPoint applications; and knowledge of Minnesota Data Practices Act.

PREFERRED QUALIFICATIONS: Post-secondary training or associate's degree in business administration or office support. Experience with state computer database CJIS/NCIC and Access database computer program. Knowledge of law enforcement and court system. Knowledge of Minnesota Data Practices Act. Supplemental InformationHIRING RANGE / UNION: $24.17 -$33.83 per hour / GU - Grade 6 HOURS: Full-time hours equal 40 hours per week. Normal business hours are 8:00 am - 4:30 pm, Monday - Friday. Rice County offers a complete benefit package including medical, dental, life insurance, pension, holiday, vacation, sick leave and long-term disability insurance. County employees are eligible for the Public Service Student Loan Forgiveness (PSLF) program. For additional information, please follow the link to the Rice County website:01 Did you graduate from high school or receive a GED?YesNo02Do you have one or more years of clerical experience, as supported by your work history section of the application? YesNo03Do you have professional work experience using Microsoft Excel? YesNo04Do you have professional work experience using Microsoft PowerPoint? YesNo05Do you have professional work experience ensuring confidentiality of files and records and using discretion in controlling access to and release of information. YesNo06Which best represents your level of education by the date of the job closing? High School Diploma or GEDCertificate/Diploma in Clerical/Business Administration Associate Degree in Secretarial/Business Administration, Criminal Justice, Paralegal, Law Enforcement or related Bachelor's Degree in Business Administration, Criminal Justice, Paralegal, Law Enforcement or related OtherNone of the above07Which best describes your level of proficiency with Microsoft Excel? No experienceBeginner (ex: create basic spreadsheets and formulas) Intermediate (ex: create/manage multiple spreadsheets, create formulas using functions) Advanced (ex: create/edit macros, create PivotTable and PivotChart)08 Which best describes your level of proficiency with Microsoft Word? No experienceBeginner (ex: create/format/print documents, spell check) Intermediate (ex: create tables, charts, headers/footers) Advanced (ex: create forms, templates, mail merge, macros)09 Which best describes your level of proficiency with Microsoft Access? None Beginner (e.g. create simple database and access tables) Intermediate (e.g. create tables, queries, forms, reports and macros) Advance (e.g. create a user interface, produce sophisticated queries for statistical reports and forms)10 Which best describes your level of proficiency with Microsoft PowerPoint? NoneBasic (create basic slides using different formats, fonts, adding effects, creating note pages) Intermediate (work with design templates, use hyperlinks, interactive presentations, macros)11Do you have experience using QuickBooks? YesNo12Do you have at least 1 year of verifiable work experience in the criminal legal system? (i.e. Court System, County or Criminal Attorney's Office.)YesNo13How many years of experience have you had working in a law enforcement agency (example but not limited to police, prison, probation, corrections etc.)?NoneLess than 1 year One to three years Four to five years Six or more years14Do you have verifiable working experience using police records software? (i.e. Logis, MNCIS, Portals, CJIIN or CJIS) YesNo15Please select the level that best describes your level of bookkeeping or accounting experience. Entry level (Example; Process and enter accounts payable invoices and purchase orders, Issue purchase orders and match PO and vendor invoices, some light administrative dutiesIntermediate (Under direct supervision performs accounting/auditing duties in the areas of general accounting, internal auditing, external auditing, budgeting, and financial analysis etc...)Advanced (Professional accounting, auditing and business law plus: three years increasingly responsible experience in accounting or auditing work etc..)No Experience16Please select your years of experience responding to questions and providing detailed information. This would be in a customer service role communicating information either electronically, telephonically, or in-person. NoneLess than 1 year1 - 3 years3 or more years17How would you describe your level of experience with data entry? I do not have any experience with data entry. I have 2 years or less of data entry experience. I have 3 years or more of date entry experience.18 How many years of experience do you have working in an administrative support position? (select one) NoneLess than 2 years3 - 5 years6 or more years19Do you have working knowledge of Minnesota Data Practices Act? YesNoRequired Question