Records and Data Management Clerk 2025-02048

WHP Records & Data Management Clerk

The Wyoming Highway Patrol (WHP) is looking for a motivated, team-oriented person to join our team as a WHP Records & Data Management Clerk in the Records Section in Cheyenne. This position is responsible for processing and oversight of digital evidence created by personnel from any of the 12 WHP Troop offices and 14 WHP Ports of Entry. The Records Clerk will gather and disseminate trooper reports, videos, evidence photos, lab reports, supporting documents, dispatch recordings, and any other information requested by the public through the Wyoming Public Records Act.

This position requires the applicant to uphold the highest level of integrity and personal ethics. The WHP Records Unit receives records requests at all hours of the day, 7 days a week, 365 days a year; you must be flexible and able to work on any assignment in support of the department and the law enforcement partner agencies we support. Cheyenne is a steadily growing community along the Front Range, but still true to the history of the Old West. The city offers nearby access to mountain biking, skiing, hiking, fishing, hunting, and other outdoor activities. Cheyenne is also home to the "Daddy of 'em All" Cheyenne Frontier Days held the last week of July. Wyoming is one of only seven states with no state income tax.

Human Resource Contact : Keri Long / 307-777-4104 / Keri.Long@wyo.gov

Essential Functions :

• Responsible for reviewing and submitting National Incident-Based Reporting System (NIBRS) data and reporting to the Division of Criminal Investigation (DCI) and the Federal Bureau of Investigation (FBI) while complying with State and Federal requirements.
• Responsible for quality assurance of NIBRS reporting.
• Examine and analyze incoming electronic records, make necessary corrections, and make updates after sufficient research in the Law Enforcement Records Management System (LERMS) and E-citation systems.
• Perform research by querying additional databases and resources for necessary information.
• Utilize database management tools to merge instances of duplicate names and vehicle records, and create alias name records and identity alerts. Update records with correct information and / or new information.
• Communicate verbally by email and phone to coordinate the amendment of the electronic records at both the agency and court levels.
• Process, maintain, and review incident case reports, supplements, logs, letters, audio-recorded conversations, memos, secure reports, and other documents as dictated by WHP sworn officers.
• Process, proofread, and enter case report information as provided by troopers regarding official files, ensuring accurate coding and reporting processes, and maintaining an up-to-date database for the agency.
• Required training, certification, access, and proficiency in ReportBeam, EvidenceOnQ, SceneDoc, Brazos electronic citation software, Statewide Court Information Store (SCIS), LERMS, Criminal Justice Information System (CJIS), New World Mobile Software, and National Crime Information Center (NCIC).
• Train and instruct new records clerks in all roles and responsibilities as needed. Train and instruct troopers on incorrect data entry policies used in the records data management system.
• Generate information and statistical reports as needed.
• Maintain updated wrecker rates and lists for all 12 WHP Troop offices and 14 WHP Ports of Entry.
• Provide continuous, committed customer service in a timely manner within and outside the agency. Answer phones, greet customers, and provide direction and assistance as necessary.

Qualifications

Preference may be given to applicants who have experience working with a database system. Preference may be given to applicants who are detail-oriented and have strong customer service skills.

Knowledge of the Wyoming Public Records Act. Knowledge of research, statistical, and data gathering techniques, interpretation, analysis, and information management and maintenance. Knowledge of physical and computer security measures and issues as they relate to digital evidence storage. Knowledge of intra-government practices as they relate to the integrity of the appropriate management of digital evidence and related documentation. Knowledge of evidence inventory management to track digital evidence in the custody of the Wyoming Highway Patrol. Knowledge of inventory management.

Ability to learn National Crime Information Center (NCIC) processes, National Incident-Based Reporting System (NIBRS), Highway Patrol Information System (HPIS), Criminal Justice Information System (CJIS), Security Awareness as administered through the Wyoming DCI as required by the FBI, Law Enforcement Records Management System (LERMS), WHP's Access Logger, WHP's Computer Aided Dispatch system, and other systems as necessary. Excellent customer service skills and competence in oral and written communication. Ability to understand and work within organizational structures and adhere to federal and state laws, policies, procedures, and guidelines. Ability to work independently and in a team, organize time, work cognizant of critical deadlines, and work on several projects concurrently. Ability to establish working relationships with a variety of agencies, programs, and staff. Ability to gather information to accurately assist the public, law enforcement, and attorneys. Ability to research and review proposed rules, regulations, programs, policies, and activities. Competency using a computer, hardware, software, and peripherals, including Google Docs, Google Sheets, Google Drive, Word, Excel, PowerPoint, Adobe Pro, basic computer programming, and database development skills. Ability to troubleshoot application problems.

Minimum Qualifications : Education : Associate's Degree (typically in Records or Data Management) Experience : 0-1 year of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Technician OR Education & Experience Substitution : 2-4 years of progressive work experience (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Technician Certificates, Licenses, Registrations : None

Necessary Special Requirements

FLSA : Non-Exempt Applicants must meet the Wyoming Highway Patrol's application standards. If selected for an oral interview, applicants must attend the interview and be recommended by the interview panel. Applicants who pass the oral interview must take and successfully pass a lie detector test administered through Converus EyeDetect. Applicants who pass the lie detector test must successfully pass a thorough background investigation process and be selected for hire The Wyoming Department of Transportation is a Drug-Free Workplace. E-Verify : WYDOT uses E-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify, including your rights and responsibilities.