911 Records Clerk

911 Records Clerk

Salary

$24.36 Hourly

Location

Law & Justice Center- 515 S. 16th, Bozeman, MT

Job Type

Full-Time

Job Number

00859

Department

911 Records

Opening Date

07/01/2026

Closing Date

7/31/2026 5:00 PM Mountain

• Description
• Benefits

POSITION OVERVIEW

911 Records provides essential support services for Gallatin County's public safety partners and community members. The Records Clerk is responsible for maintaining, managing, and providing confidential and accurate records for the Bozeman Police Department, Gallatin County Sheriff's Office, and the Gallatin County Detention Center. The position provides information and assistance to the public, law enforcement officers, and other government agencies; processes and maintains City and County arrest warrants; and ensures compliance with State and Federal CJIN/NCIC policies and procedures.

This position performs a variety of clerical and administrative duties, provides backup support to other 911 staff, and reports to the Support Services Supervisor. It does not directly supervise other County employees.

• Perform data entry of case dispositions, department statistics, and updates to maintain accurate and accessible documentation. Coordinate data entry and reporting with CJIN, NCIC, and the Montana Board of Crime Control.
• Maintain electronic and manual filing systems for correspondence, case reports, inmate files, fingerprint cards, background checks, reports, and other confidential materials.
• Enter, query, clear, and cancel records for wanted persons, stolen property, missing persons, and other data; conduct second-party verification checks and complete monthly validation reviews for the Department of Justice.
• File and maintain Bozeman Police Department and Gallatin County Sheriff's Office incident reports and Detention Center files.
• Enter final disposition information from courts into the Records Management System and seal or update records as required by court order.
• Enter and update criminal warrants and summons in the Warrant Module, ensuring status changes are accurately reflected and probation or bond alerts are maintained.
• Perform second-party checks on all CJIN/NCIC warrant and protection order entries.
• Review and redact confidential information before dissemination of reports or public requests; copy, record, and distribute reports, collecting and receipting fees as needed.
• Run criminal history and background checks for authorized agencies and purposes.
• Prepare and process court-related discovery requests and subpoenas.
• Perform local criminal history checks for concealed weapon permit applicants and respond to FBI NICS firearm purchase inquiries.
• Record and retrieve 911 calls and radio traffic for authorized requests from law enforcement or legal counsel.
• Respond to public inquiries at the front counter and by phone; assist visitors with warrants, records, concealed weapon permit applications, animal releases, or other public services.
• Complete driver's license and vehicle registration queries for officers and authorized staff; enter orders of protection into CJIN as directed.
• Provide clerical support, including scanning, copying, faxing, and maintaining supply inventories.
• Provide administrative and reception backup to 911 and Detention staff as assigned.

Other duties as assigned:

Performs a variety of other duties as assigned by the supervisor. These may include coordinating special projects, assisting other 911 staff, serving court documents, conducting research, compiling reports, and participating in training and continuing education.

If the County Commission proclaims a local emergency due to an actual or threatening disaster (such as earthquake, fire, riot, or flood), County employees may be required to provide services during the emergency and throughout recovery operations.

QUALIFICATIONS

Knowledge of:

• Principles and practices of records management and data entry.
• Laws and regulations related to criminal justice information, confidentiality, and records retention.
• Basic functions of city and county law enforcement and judicial systems.
• Operation of office equipment and computer systems (Windows, RMS, CAD, CJIN/NCIC).

Skill in:

• Performing accurate data entry and recordkeeping.
• Communicating clearly and professionally in person, over the phone, and in writing.
• Applying policies, procedures, and confidentiality requirements appropriately.
• Managing multiple tasks with attention to detail and accuracy under pressure.

Ability to:

• Learn and operate specialized law enforcement software systems.
• Maintain confidentiality of sensitive and restricted information.
• Interact effectively with law enforcement, other agencies, and the public.
• Exercise sound judgment in handling sensitive or urgent situations.

EDUCATION & EXPERIENCE

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:

• High school diploma or equivalent; and
• At least three (3) years of general office or administrative experience, preferably in a law enforcement or records management environment.

SUPPLEMENTAL INFORMATION

Licenses and Certifications: The CJIN/NCIC certification is required within 6 months of hire date.

Criminal history checks will be completed on all applicants before interviews and testing phases. By applying to this position, you are giving consent to have your criminal history check done. Final candidates will be required to successfully pass a full background investigation, psychological evaluation and complete a successful drug screening.

For application consideration, you must submit your cover letter and resume along with your online application. You will need to pass a typing test (40 WPM)- Candidates will receive a link providing access to the Critical typing test.

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

HEALTH BENEFITS:

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS: Optional pre-tax, out-of-pocket medical expenses & day care expenses

COUNTY PAID LIFE INSURANCE: $50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)

COUNTY PAID LONG TERM DISABLITY INSURANCE: Eligible employees only, benefit duration shortens once a specific age is reached

RETIREMENT:

• County employees are covered by the Public Employee's Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff's Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

PAID PARENTAL LEAVE:

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

SICK AND VACATION LEAVE:

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee's date of hire and can be used as soon as time is in the books.

HOLIDAYS:

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS: Discounted rates are offered at participating clubs with payroll deduction.

EMPLOYEE ASSISTANCE PROGRAM:

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:

• Limited 24/7 services anywhere in the world
• Will and limited legal service

TUITION ASSISTANCE:

• The County offers partial reimbursement of qualifying tuition expenses

BILINGUAL PAY:

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.

Employer Gallatin County

Address 311 W. Main

Room 303

Bozeman, Montana, 59715

Phone 406-582-3045

Website http://www.gallatin.mt.gov