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Employer: Saline County
Division: Sheriff's Office
Job Title: Records Clerk
Salary: $12.06 Hourly

Veterans' Preference is available for this vacancy.
To receive Veterans' Preference, you must supply a copy of your DD214 to the Human Resources department at Saline County after applying.

Job Description:

*If an email address is provided, all correspondence will be via email.  Email notices will be sent from the address donotreply@hrepartners.com. We recommend you begin checking your email for correspondence after the application deadline date.  If you have not received a confirmation within 48 hours of submitting your application, please call 785-309-5812 to verify application has been received*

DUTIES & RESPONSIBILITIES INCLUDE:  Perform office and telephone reception duties. Enter accurate, confidential information into Microsoft Office, Full Court, New World Systems and National Criminal Information Center. (NCIC)  Duties may include typing, copying and filing. Process all criminal, traffic and civil warrants into local computer system and NCIC or Kansas Hot Files as appropriate. Distribute warrant information via warrant worksheet to Operations Deputies and Warrants Deputy. Cancel warrants from local system and NCIC/Hot Files when appropriate. Prepare return of executed warrants. Process bonds. Prepare extradition paperwork for subjects in our custody on out-of-State warrants. Coordinate extradition paperwork with other Agencies for subjects in their custody on our warrants. Work with County Attorney to prepare Governor’s Warrant paperwork as necessary. Record journal entry information. Work with Transportation Staff regarding transportation correspondence. Complete validations for misdemeanor, felony, missing persons, missing property, Protection from Abuse orders and Protection from Stalking order NCIC entries. The KCJIS duties primarily are in relation to State entries, double checks and validations for State audit purposes. Receive, record and process civil process papers including eviction notices, garnishments, subpoenas, summonses, orders, writs, citations, attachments, executions, et al. Check each Protection From Abuse (PFA) or Protection From Stalking (PFS) Order for concealed carry licenses and Brady indicators. Check papers for signature, Court seal, time and date, involved parties and plaintiff’s Attorney. Consult with Courts, Attorneys and others involved in civil cases. Collect and process fees for service of civil documents. Complete service/return slip and attach to paper for service. Deliver papers as appropriate. Process all returns of service. Assist with the scheduling of move outs. Enter cases, incidents, accidents, traffic tickets, vehicle impound reports, survey cards and field investigation cards into local computer system. Return tickets to District Court and County Attorney’s Office. Take requests for copies of accidents and cases. Be familiar with Kansas Open Records Act. Correspond with Records Supervisor to verify if a complete case should be released. Complete Law Enforcement Officers Killed or Assaulted (LEOKA) monthly report and send to Kansas Bureau of Investigations. (KBI) Send Kansas Incident Based Reporting System (KIBRS) data electronically to the KBI. Create and use Data Analysis queries for reporting statistical information. Assist Records Supervisor with collecting statistical information. Scan accidents into online program. Use Field Reporting program to merge cases into local computer system. Send letters to the community that has had items placed in NCIC for validation purposes. Maintain Registered Offender files. Enter initial registry information into local computer system and NCIC. Enter/update information into local computer system and NCIC. Track visits and updates mandated by Senate Bill 204. Contact offenders by telephone to encourage compliance. Audit the KBI Registered Offender website to ensure validity of information posted. Correspond with the KBI, Courts, State Parole and other jurisdictions as needed for registration requirements.  Coordinate with Operations regarding Registered Offender checks. Handle confidential and Law Enforcement-sensitive information on a daily basis.  Process records checks including but not limited to Military checks, Law Enforcement checks and individual checks. Be familiar with civil and criminal statutes and Court Orders. Process jail time credits. Verify Vehicle Identification Numbers (VIN) for inspection purposes. Process Driver’s License requests. Process concealed carry handgun applications for the Kansas Attorney General’s Office. Give drug test package to the public as requested for the Law Enforcement Against Drugs (LEAD) program. Process requests for office supplies. Document image certain files into the local computer system. Must be able to count money correctly and receipt money as it is received. Must be able to operate an automated stamp machine, copier/fax/printer, computer, scanner, digital camera, telephone system and do general office work. Daily contact with the public, co-workers and supervisory personnel. Work under the guidance and direction of Records Supervisor and Administrative Lieutenant. Applicant must be able to provide credible courtroom testimony.   Applicant must not have any criminal convictions (adult or juvenile) including diversion agreements, expunged convictions or sustained policy violations for any act of dishonesty or racial bias.


  1. Must be 21 years of age.
  2. Must have a High School diploma or the equivalent.
  3. Must have a valid Driver License and be insurable under Saline County fleet insurance policy.  (If from out-of-State must obtain a Kansas Driver License within required 90 days.)
  4. Prior training/experience in data entry required.
  5. Must have general knowledge of computer operations.
  6. Must have general knowledge of office procedures.
  7. No felony or domestic violence convictions including diversions and expungements.
  8. Serious misdemeanor convictions will be evaluated including diversions and expungements.

For additional questions or a complete job description contact:

Marilyn Leamer, SHRM-SCP, IPMA-SCP, PHR

Human Resource Director



Vacancy Number: 113018ASA

Open Date: 10/2/2018 12:00:00 AM
Close Date: 10/21/2018 11:59:59 PM