Records Specialist - Incident Based Reporting

Records Specialist - Incident Based Reporting

Salary

See Position Description

Location

Stafford County, VA

Job Type

Full-Time

Job Number

04088

Department

Sheriff

Opening Date

07/28/2026

Starting Salary

See Position Description

• Description
• Benefits
• Questions

Job Description

RECORDSSPECIALIST-INCIDENT BASEDREPORTING(IBR)

Hiring Range: $22.05/hour to $27.56/hour

Prior related experience and internal equity factors will be considered when determining the

hourly rate offered to the selected candidate.

Please click here to review automatic disqualifiers for this position

General Definition of Work:

Performs specialized department-related records management and skilled data entry by coding Law Enforcement reports using National Incident Based Reporting to transfer data to the Virginia State Police.

Examples of Duties

• Performs administrative support, including processing reports, court documents, records requests, and other paperwork as necessary.
• Utilizes multiple database programs, including On Base, Report Management System, and Computer Aided Dispatch.
• Enters a variety of data into computers; verifies statistical and other records for accuracy and completeness.
• Enters and retrieves sensitive and restricted information into computer systems.
• Assists in the coordination and preparation of periodic, special, and other reports. Collects information from a variety of sources and compiles data.
• Creates and refines reporting forms.
• Compilesandvalidatespublicreportsandcreatesspecializedlawenforcementelectronic files.
• Regularly performs as backup coverage for Record Specialist-Warrants and Record Specialist - FOIA.
• Supports the Department by greeting visitors, answering phone calls, and forwarding to the appropriate party.
• Operates a variety of standard office equipment.
• Performs related administrative tasks as required.

Knowledge, Skills and Abilities

• Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques.
• General knowledge of business English, spelling and arithmetic.
• Thorough knowledge of County and departmental programs and policies and terminology.
• Ability to make independent decisions on data validity, data quality and document completeness.
• Ability to read and understand moderately detailed policies, procedures and job-related materials.
• Ability and judgement to identify and report on data and information variances; ability to type at a reasonable rate of speed; ability to make arithmetical calculations.
• Ability to operate a variety of office and computer equipment and produce simple documents and correspondence.
• Ability to follow oral and written directions.
• Ability to establish and maintain effective working relationships with associates

PHYSICAL REQUIREMENTS: This job involves light work, requiring the ability to exert up to 20 pounds of force occasionally, up to 10 pounds frequently, and a negligible amount continuously to move objects. The tasks include stooping, reaching, standing, walking, lifting, grasping, and performing repetitive motions. Effective vocal communication is necessary for expressing or exchanging ideas verbally, while hearing is essential for understanding information at normal speaking levels. Good visual acuity is required for preparing and analyzing written or computer data, ensuring the accuracy and thoroughness of work, and observing the general surroundings and activities. Additionally, the work environment will primarily be indoors.

Education and Experience

Any combination of education and experience equivalent to graduation from high school and some office assistant experience, including working with the public.

SUPPLEMENTAL INFORMATION: Candidate selected will be required to satisfactorily complete a criminal history and fingerprint check, interview, polygraph, background investigation, and pre-employment alcohol and drug testing at the Sheriff's Offices expense.

Please click here for our full-time benefits.

Note: All employees are required to have direct deposit of their bi-weekly paychecks into one or more financial institution(s) of their choice. Information must be presented at time of hire.

Proper Identification must be shown at time of hire in order to complete the necessary paperwork for compliance with the Immigration Control and Reform Act of 1986.

01

I have read and understand the automatic disqualifiers linked in the position description above?

• Yes
• No

02

I have read, understand and acknowledge the following reasons may cause me to fail the application process: Dishonesty- omitting or failing to disclose anything on paperwork or verbally will always cause a disqualification Attention to Detail- not fully completing paperwork or caring about personal appearance Not Meeting Obligations - arriving late or forgetting appointments Lack of Soft Skills - Unable to shake hands, make eye contact, or finish a sentence

• Yes
• No

03

Have you previously applied with the Stafford County Sheriffs Office?

• Yes
• No

04

Are you a United States citizen or a lawful permanent resident of the U.S. and eligible for naturalization (VCIN requirement)?

• Yes
• No

05

Do you have a high school diploma or a high school equivalent diploma (GED)?

• Yes
• No

06

Have you ever been convicted of a felony or a Class 1 or Class 2 misdemeanor (State Law Requirement)? If yes, please provide a brief description including date/timeframe.

07

Have you been convicted of a DUI within the past 5 years?

• Yes
• No

08

Have you been convicted of two or more DUI's?

• Yes
• No

09

Within the past 24 months have you been convicted of reckless driving, hit and run, or other serious traffic offense?

• Yes
• No

10

Have you had two or more moving violations within the past 12 months?

• Yes
• No

11

Have you used marijuana within the past 6 months?

• Yes
• No

12

Have you ever used Heroin/Opium (or derivatives), methadone, crack cocaine or PCP?

• Yes
• No

13

Are you a veteran of the United States Military?

• Yes
• No

14

Since the age of 18, have you ever been convicted of a crime to include any traffic offenses? (A conviction will not necessarily disqualify you from employment. Rather such factors as age and date of conviction, seriousness and nature of the crime, and rehabilitation will be considered). If yes, please provide details such as conviction, date etc.

15

How did you hear about this position?

• Sheriffs Office Website
• Stafford County Website
• Referral
• Job/Career Fair
• College Career Center
• Advertisement (i.e. Indeed)
• VEC
• Social Media (i.e. Facebook)
• Recruiter
• Family Friend
• Other

Required Question

Employer Stafford County

Address P.O. Box 339

Stafford, Virginia, 22555-0339

Phone (540) 658-5147

Website http://staffordcountyva.gov