Records Clerk

Posting number: 00758

Department: SHERIFF

Job classification: RECORDS CLERK - SHERIFF

Posting type: Open

Categories: Clerical & Data Entry

Summary

20260402073003_We Are Hiring.jpgAre you organized, detail-oriented, and looking for a career where your work makes a meaningful difference? The Frederick County Sheriff’s Office is seeking a dedicated Records Clerk to support essential law enforcement operations through the accurate, timely, and efficient management of records. In this position, you’ll help ensure critical information is accurate, accessible, and efficiently managed, directly contributing to the effectiveness of daily law enforcement operations.

Why Join Us?

• Purpose-Driven Work– Play an essential role in maintaining records that support justice, safety, and community trust.
• Professional Team Environment– Collaborate with dedicated colleagues who value accuracy, integrity, and teamwork.
• Career Growth– Gain valuable experience in records and administrative management, with opportunities to expand your skills.

Examples of duties

As a Records Clerk, you will:

• Process, classify, index, organize, file, search, retrieve, archive, and dispose of hard copy and electronic records.
• Handle and resolve routine records management service requests and other associated issues.
• Maintain updated files and complete all forms.
• Answer queries by searching and retrieving files.
• Process all incoming and outgoing correspondence.
• Perform data entry and add new files to archives.
• Modify or purge entries and check to ensure files are complete.
• Aid people in retrieving information.
• Work with electronic storage media, such as hard drives and CD-ROMs.
• Use scanners to convert forms, receipts, and reports into electronic format.
• Fax and photocopy files, and store and extract file information from the computer.

Qualifications

• Must possess a high school diploma or GED equivalent.
• Minimum of five (5) years of experience in an office setting.
• Ability to maintain a high degree of confidentiality and make decisions where precedents may not be established.
• Ability to maintain composure during stressful situations and understand department operations, policies, procedures, and organizational relationships.
• Knowledge of computer equipment and software programs such as Microsoft Office applications.
• Knowledge of the organization and maintenance of record-keeping systems.

Sheriff Department Automatic Disqualifiers
Criminal History:

1. Any conviction or plea of guilty or no contest to a felony or any offense that would be a felony if committed in the Commonwealth of Virginia.
2. Conviction of any Class 1 or Class 2 misdemeanor, excluding traffic violations which are discussed separately, or the Virginia State Law equivalent within the last 5 years.
3. Any conviction of plea of guilty or no contest to any misdemeanor involving moral turpitude including but not limited to petit larceny under Section 18.2-96 of the Code of Virginia or any offense involving moral turpitude that would be a misdemeanor if committed in the Commonwealth of Virginia. Crimes of moral turpitude include but limited to: fraud, all theft offenses and perjury.
4. Any conviction or plea of guilty or no contest to any misdemeanor sex offense in the Commonwealth of Virginia, another state, or the United States, including but not limited to sexual battery under Section 18.2-67.4 of the Code Of Virginia or consensual sexual intercourse with a minor 15 or older under clause (ii) of Section 18.2-371 of the Code of Virginia, or domestic assault under Section 18.2-57.2 of the Code of Virginia or any offense that would be domestic assault under the laws of another state or the United States.
5. Any conviction that requires the registration in the Virginia Sex Offender Registry.
6. Adult commission of undetected crimes of a serious or repetitive nature.

Traffic Violations:

1. Three or more negative points on a Virginia Operator's License or the equivalent for out of state licenses. Points may be negated up to 5 points by attending defensive driving school offered by the Division of Motor Vehicles prior to initial testing.
2. A conviction of Driving Under the Influence of drugs or alcohol in the past three years, or more than one conviction of Driving Under the Influence in the applicant's lifetime. Any conviction of driving under the influence of drugs or alcohol, refusal to take blood or breath test, eluding police, racing, or leaving the scene of an accident within the last 5 years.
3. Active revocation or suspension of driving privileges in any state or driver's license suspended or revoked in the previous three years.
4. A conviction in the previous three years of failure to stop after an accident (hit and run), operating a vehicle with a suspended or revoked driver's license, participating in a speed contest or drag racing, fleeing or eluding a law enforcement officer, reckless driving or driving to endanger or violation of state regulations on implied consent.
5. Involvement in two or more avoidable (at fault) motor vehicle accidents during the previous three years.

Drugs:

1. Sale or distribution of illegal drugs of any kind.
2. Any illegal use of cocaine or heroin, or any other controlled substance listed in Schedule I or Schedule II of Title 54.1 of the Code of Virginia in the past five (5) years, or the use of any controlled substance listed in Schedule I or II more than once in the applicant's lifetime.
3. Any illegal use of any controlled substance listed in Schedule I or Schedule II of Title 54.1 of the Code of Virginia in the past five (5) years or the illegal use of any controlled substance listed in Schedule I or II more than twice in the past ten years. The use of any hallucinogenic substance, such as LSD, PCP, or Psilocybin at any time in the applicant's life.
4. Illegal use or possession of anabolic steroids within the last three (3) years.
5. Illegal use or possession of marijuana or a derivative thereof within the previous twelve (12) months at time of application.
6. Any illegal drug use of any kind after the age of thirty (30) will be evaluated on a case-by-case basis which has surpassed the duration limits set above in numbers 1 through 5 of the drug section.

Illegal drug is defined as set forth in the Federal Controlled Substance Act, 21 U.S.C. §800 et al. and by the Code of Virginia.
Credit:
Demonstrated history of financial irresponsibility. (Examples of areas of concern include unpaid collections or unsatisfactory judgments where no payment plan has been established). Please call the academy staff to discuss your specific credit issues and concerns.

Others:

1. Past or current gang affiliation.
2. Dishonorable discharge from any military service.
3. Untruthfulness and/or the intentional withholding of information on any application, interview, or paperwork associated with the position. Examples of intentional withholding of information would include deliberate inaccuracies or incomplete statements.
4. Intentional failure to follow the directions outlined in the testing process or relying on others to complete any portion of the testing process.

Note:
This is not intended to be an exhaustive listing of background disqualifiers. Applicants who are successful in the initial testing will undergo a thorough background investigation, including polygraph examination. Areas of concern will be evaluated on a case-by-case basis within the context of the full investigation/review. Examples of areas of concern may include, but are not limited to, the following:

• Reduction of charges as a result of a plea agreement or other form of sentencing disposition prior to a conviction in any of the aforementioned criminal and driving history categories
• Crimes committed as a juvenile, including undetected crime.
• Patterns of reckless and/or irresponsible driving.
• Multiple convictions of driving under the influence.
• Illegal drug use or possession that does not fall within the parameters defined above, including the use or possession of prescription drugs without a proper prescription.
• Less than honorable military discharge, erratic work record, or unfavorable employment references.
• Pending litigation or prosecution for criminal offenses must be resolved prior to consideration for employment.

Some minor offenses are classified as Class 1 misdemeanors (e.g. littering) but would not result in automatic disqualification. Convictions of this nature would be evaluated on a case-by-case basis in the context of the full investigation/review.

Supplemental information

To learn more about Frederick County, Virginia employee benefits, please visit the following webpage: https://www.fcva.us/departments/human-resources/employee-benefits

All positions are subject to a criminal background check for any convictions that relate to the job duties and responsibilities. Frederick County Virginia Government is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The County’s EEO Utilization Report is available atwww.fcva.us/jobs