Records Clerk

BENEFITS:

Health, dental, vision, and life insurance

Retirement benefits

Paid vacation, sick leave and holidays

Employee Assistance Program

Additional voluntary benefits

We are accepting applications for this position through Sunday, February 1, 2026. 

JOB DESCRIPTION:

Rio Blanco County Sheriff’s Office

Records Technician

Job Description

Revised: December 17, 2025

SUMMARY OF DUTIES

● Contribute to the creation, use, storage, release, reviewing, filing, maintenance, retention, distribution, retrieval, redaction and destruction of all Sheriff’s Office records.  

● Maintain and upkeep civil process, concealed handgun permits, and sex offender registration records.

 ● Evidence room management

● Provide clerical and bookkeeping support for the office.

● Serve as the first point of contact for the public entering the Sheriff’s Office, by addressing customer service needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The below list is intended to be illustrative of the responsibilities of the position and not all encompassing, nor in any particular order. Other duties may be assigned.

● Maintain the Records Management System (RMS) software. Gain a good working knowledge of all software, applications, and hardware used by the office.  

● Archive records in accordance with the adopted retention schedule on file with the Colorado State Archives. Responsible for the proper release of records.

● Organize, scan, compile, review, ensure accuracy, transcribe, file, store, retain, research, release, distribute, redaction and destroy case documents and digital media in accordance with office policy and Colorado Revised Statutes. Apply the same responsibility to all records maintained or created by the Sheriff’s Office.  

● Quality assurance review of deputy reports, citations and body worn camera

● Translates and interprets statutes and codes data according to the National Incident Based Reporting System (NIBRS) for monthly reporting.

● Receive, date stamp and route incoming mail daily. Collect, postmark and ship outgoing mail daily.

● Coordinate civil process service in conjunction with compliance deadlines. Collect applicable fees and receipt monies. Generate returns of service, worksheets, and service logs. Review completed process returns for accuracy.  ● Complete Court Ordered sealings and expungements.

● Produce a monthly report of money taken in from civil process, record requests, concealed handgun permit fees, court-ordered restitution and certified VIN inspections. Deposit monies and reconcile to the Rio Blanco County Finance and Treasurer's Offices.

● Compile and voucher monthly accounts payable to the Budget office for processing.

● Assist the Sheriff in issuance of Concealed Handgun Permits and the maintenance of those files.  

● Provide a variety of high level secretarial, clerical and administrative duties for the office.

● Order, inventory and distribute office supplies for all office divisions.

● Greet and direct members of the public upon their entrance. If access is required in secured areas, ensure parties sign in and obtain the appropriate badge. Address public needs in a professional manner regardless if in person, by email, over the phone, by fax, or a letter.

● Work closely with deputies, dispatchers, Sheriff’s Office administration, Courts, District Attorney’s office and public.  

● Allow for an increase of job-related skills and knowledge by attending various classes and meetings; maintain best and common business practice methods.

● Oversee the Sex Offender Registration process, keep records up to date and ensure compliance. 

● Be familiar with applicable laws, ordinances, policies, and procedures; including but not limited to office, local, state, and federal levels.

● Must have knowledge of fingerprinting techniques and the use of the Livescan machine in order to complete non-criminal and court ordered fingerprints for members of the public and sex offender registrants.

● Manage evidence storage, release and disposal in compliance with regulations.

● Scan and enter evidence into the RMS database.  

● Assist, mentor and monitor high school students through the Work Based Learning program

● Ability to build positive communication and relationships with team members within the office as well as across all other departments and community partners.  

SUPERVISORY RESPONSIBILITIES

None

SUPERVISION RECEIVED

Directly supervised by the Office/Records Manager

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.

EDUCATION and/or EXPERIENCE

High School diploma or equivalent. Basic secretarial, bookkeeping, and computer work experience.

CERTIFICATES, LICENSES, and REGISTRATIONS

Ability to complete various training within the first year of employment to obtain required certifications (CORA, CCIC/NCIC access, Master Records Technician, NIBRS, Colorado Notary, IAPE and Sex Offender Registration when offered by CBI).  

SPECIAL NECESSARY QUALIFICATIONS

Must be 18 years of age. Must be free of criminal convictions which would violate any other County policy.

KNOWLEDGE, SKILL, AND ABILITY

Communication skills are required for the clear, concise, and accurate exchange of information. Public relations skills are required to gather and disseminate pertinent information during emotional and non-emotional situations with fellow employees and members of the public.   The ability to multi-task is required. The ability to remain calm in high-stress situations is required. Must have knowledge of spelling, punctuation, and grammar rules. Must be able to apply policy and procedure into work processes. Basic knowledge of the Colorado Revised Statutes and bookkeeping procedures. Must be computer literate and have the skills to use modern office equipment, tools, and software. Knowledge of geographical features and locations within the jurisdiction is also required. 

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.  Physical demands for the position involve the movement of files, books, evidence, equipment, boxes etc., frequently exceeding 50 pounds. Most work assignments require long periods of sitting. There are times of walking, such as to other offices, traveling to and from the post office daily, to the bank, RBC Historic Courthouse, and Meeker Town Hall. Some duties could require standing on a step stool or arranging chairs and tables.

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. Approximately 95% of the work is performed in the office. May be exposed to environmental risks such as extreme temperatures and weather when walking outside for job-related duties. May enter the jail facilities to retrieve records, fingerprint civilians, register sex offenders or to assist with matron duties. Physical injuries, exposure to hazards and other risks are always a possibility when engaging with members of the public, registrants or persons in custody. May be asked to attend classes, training and meetings out of town.

OTHER

May be required to submit to and pass drug or alcohol testing per county or departmental policies