Clark County Sheriff's Office - Records Clerk

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Job Overview

Department Clark County Sheriff's Office
Job TitleRecords Clerk
Salary$17-$20 per hour
Registration Fee$20.00
Location Springfield, OH

Job Announcement

Clark County Sheriff's Office, OH

Records Clerk/Civil Process Specialist

Department:  Clark County Sheriff’s Office

Reports To:  Communications Center Administrative Supervisor

FLSA Status:  Non-Union

Revised By:  Communications Center Administrative Supervisor Nicole Elliott

Most Recent Revision Date:  June 1, 2021

Approved By:  Sheriff Deborah K. Burchett

Approval Date: June 1, 2021 



The Men and Women of the Clark County Sheriff’s Office are dedicated to excellent service through partnerships that build trust, reduce crime, create a safe environment, and enhance the quality of life in our community in accordance with the core value of Integrity, Courage, Honor, Respect, and Equality we strive to impart daily to the citizens of Clark County.


Under the direction of the Clark County Sheriff’s Office Administration, process incoming and outgoing civil and criminal papers, warrants and protection orders. Dissemination of paperwork to Law Enforcement Officers efficiently and track all incoming and outgoing paperwork. Maintain all LEADS entries and validation process. Perform a variety of support duties; endorse a team oriented environment.


ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

  1. Receives, records and tracks all civil and criminal papers to include the following: summons, domestic relations paperwork, child support paperwork, juvenile court paperwork, protection order paperwork, warrants, write of possessions, move out orders, grand jury summons and probate papers whether foreign or local.
  2. Input all information regarding paperwork received into the records management system.
  3. Create necessary files where paperwork is kept.
  4. Upon service of papers, dismissal or recall, process the paperwork and log service information.
  5. Sort, file, record and input data and information.
  6. Perform entries into LEADS/NCIC for necessary paperwork in a timely manner.
  7. Remove entries from LEADS/NCIC as required by LEADS protocols, and policy and procedure.
  8. Perform record checks that are requested by outside agencies.
  9. Assist in filling public records requests and pulling report information.
  10. Coordinate closely with civil process deputies ensuring papers are served in a timely manner.
  11. Apply fee information to papers processes as described by fee schedule.
  12. Collects, tracks, reports and submits fees related to such fee requests.
  13. Communicates and coordinates with debt collectors regarding schedule of move outs, records whether properties are vacant or occupied.
  14. Completes reports as requested and required.
  15. To abide by LEADS and NCIC policy rules and regulations.
  16. To receive, maintain all information in a confidential nature.
  17. To assist any other agency/officer requesting information
  18. To testify truthfully in all Courts in the State of Ohio.
  19. Maintain professional behavior and attitude at all times when on duty, including high pressure or stressful situations.
  20. Comprehensive knowledge of policies, principles, procedures and related local, state and federal rules and regulations
  21. Proficient computer skills.
  22. Proficient reading skills
  23. Proficient writing skills.
  24. Ability to quickly learn and put to use new skill and knowledge brought about by rapid changing information and/or technology.
  25. Must exhibit high moral and ethical standards.



 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.

Knowledge of:

  1. Record keeping techniques.
  2. Oral and written communications skills.
  3. Proper telephone and customer service techniques and etiquette.
  4. Local and surrounding geographic locations.
  5. Correct English usage, grammar, spelling, punctuation and vocabulary.
  6. Operation of computers and data entry techniques.
  7. Interpersonal skills using tact, patience and courtesy.
  8. Operation of a variety of computer equipment and computer systems.
  9. Knowledge of civil and criminal paperwork.

Ability to:

  1. Ability to read, analyze, and interpret policies and procedures.
  2. Ability to write business correspondence and other job related communication.
  3. Ability to effectively present information and respond to questions from other team members, groups of managers, the public and other agencies.
  4. Calmly and accurately evaluate incoming and outgoing paperwork.
  5. Learn, apply and explain policies, procedures, rules, and regulations related to essential job duties.
  6. Learn civil/criminal liability issues pertaining to paper service and LEADS/NCIC record entry.
  7. Prioritize paper service to ensure service is made in a timely manner.
  8. Perform calmly and quickly during highly stressful and emergency situations.
  9. Communicate effectively both orally and in writing.
  10. Speak clearly and distinctly.
  11. Complete work with interruptions.
  12. Operate computers and peripheral equipment to enter data, maintain records, and generate reports.
  13. Work on different shifts as assigned/bid for including weekends, holidays, birthdays, etc.
  14. Establish and maintain cooperation and effective working relationships with team members, the public, and outside agencies.
  15. Ensure that all personnel works in a team atmosphere in accordance to established policies, procedures and rules.



Required graduation from high school or GED.



Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to understand fee schedules and apply costs as needed.



  1. Ohio Driver’s License (Valid, not under suspension)
  2. Must be competent in the use of computers.
  3. LEADS certification first 3 months of hire. Recertify every two years.



The physical demands and work environment characteristics described here are representative of those that an employee encounters while successfully performing the essential functions of this job.

Records Department environment; subject to late nights and early morning hours and different shifts to include holidays. This position is subject to overtime requirements.  Physical activities include dexterity of hands and fingers to operate computer equipment, sitting and standing for extended periods of time (without scheduled breaks), hearing and speaking ability to receive and communicate information, climbing stairs, and reaching, pushing and pulling to maintain files. Responsible for attending  to and responding  to phone systems during shift. Subject to overtime on days off and shift modification.


Approved by:

Sheriff Deborah K. Burchett

Please direct questions regarding this position to

Jobs close at 11:59 PM (Eastern) on the deadline date specified, or when the position capacity has been met, or unless otherwise specified in the announcement. If the deadline date is not specified in the announcement, the agency has sole discretion on setting the deadline and jobs may close without notice. It is the applicant's responsibility to thoroughly read and understand the deadline requirements and capacity limits as outlined by the agency.

Applicants are responsible for checking their email and logging into their PoliceApp, PublicSafetyApp, FireFighterApp or EmployementApp account to monitor for emails, scheduling and process updates.

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