I knew the position of Records Clerk for the Summit County Sheriff’s Office was meant for me. I felt it from the start. I would always observe the day-to-day functions of the Records department while I worked as the Civil Clerk/Receptionist at the front desk. I often had to assist individuals with Records when the employees were out of the office or out to lunch. This helped me when I officially moved into this department because I felt comfortable with knowing bits and pieces of what the job duties were. I enjoyed learning new skills and building relationships with the other agencies that we worked closely with. I valued the resources I had available to me through my counterparts at the other local law enforcement offices and the various government agencies that we worked with. I never shied away from asking questions or asking for help. The Records Clerks from the other local agencies always provided me with help with any issues I would encounter. More times than not any issue I was having, they had encountered before and could provide insight. The support and sharing of information between all the agencies provided a comradery and strength in numbers when things got tough.
One of the first things I learned while working at the Sheriff’s Office was that no matter how well you planned your day or how many tasks you had a goal of completing each day, you can always bet that you were going to have interruptions that were going to put a wrench in your plans. I learned very quickly to be flexible and adaptable. These interruptions would consist of people coming in-person to pay tickets, records requests, report a crime, request the civil service of documents, etc. Not to mention other interruptions that would come from Supervisors or even the Sheriff himself with on-the-spot tasks that he needed to be completed. He called them Blue Light Specials. I can still hear him walking down the hall and he would yell out “Dlo” (he called me that) and I knew he had something up his sleeve and had a task for me to complete. Other interruptions would come from the Deputies that needed assistance with Spanish translations. With these, it could be anything from traffic stops, interviewing an inmate incarcerated in our Jail, or interviewing a witness, victim, or suspect of a crime. It was like a box of chocolates without a description card. You never knew what you were going to get.
There were also opportunities to assist the Patrol and the Detention Department Sergeant’s and Deputies when they were going through their hiring process for their respective departments. They would request to have someone from the administrative staff on their hiring board during the testing and interview process so they could have the perspective of a civilian. They would often request my assistance in these instances and to be honest I looked forward to it. This would often take all day depending on how many candidates were scheduled, so it could make a long day feel longer. It was a nice break from my regular routine, but it often set me back in my own work responsibilities. Despite this, I enjoyed being involved in this process because we would discuss each candidate and how each one did during the interview process. It was also interesting to get the perspective of a law enforcement officer. I liked it when we would have moments of debate because each of us would mention different observations about each candidate. It would get especially interesting when we could not come to a unanimous decision on the candidates. I was just the civilian, so my opinion did not carry much weight as far as the hiring decisions, but it was still fun to give my two cents.
Once the new Deputy started, they would go through their Field Training Program, and during that time, they would come to Records and sit with me and I would train them on the Records system. I enjoyed this part too because I did my best to show them not only how to use the records system and what was required of them when they completed their reports, but I also explained what our responsibilities were in Records so they would get an idea of what our role was. I always had a box of tissues on my desk, and I am not sure how it started, but in the beginning, the box of tissues would be carefully placed where the Deputy would be sitting for his training with me. Implying that I would somehow bring them to tears. Seriously, this was just a joke, and I was always pleasant with the new hires. The not-so-new Deputies, well that depended on the day, but it was all in fun. This implication may have come from one of the Patrol Sergeants who would call me Captain Meano. Come to think of it, I distinctly remember him also calling me Dragon Lady. He claimed I misunderstood him and that he was calling me Dragon Lilly. Either way, the word “dragon” was used so it could not have been a compliment. At times, I must admit that could have been a valid description of me. I remember one of the previous Captains would say that people misunderstood him because he was passionate about his job and that is why he would get so fired up about certain things. So, I used that too. I just really loved my job and was passionate about how and what needed to be completed and it needed to be completed the right way. So, right or wrong, the attitude of my way or the highway often came into play.
Records was my domain, and I often felt the weight of the Sheriff’s Office on my shoulders because of the responsibilities that I had. We were responsible for the management and storage of every record initiated by our office and the Jail. I was the liaison between our agency and the Colorado Bureau of Investigation. So, to say I had to answer to a higher authority was an understatement. Every task involved a bigger picture and trying to explain that to others was often frustrating because they did not understand it. I remember there were times when we would have to provide our supervisors with our job descriptions. This would happen when Human Resources was pushing back on our request for hiring new people. When you would have the time to sit down and write down every single task you were responsible for, it could be overwhelming. You would wonder to yourself how they can think two people can do all of this.
As I mentioned in my previous post (And So the Adventure Begins), customer service was a priority in our office. I honestly believe in my case, having retail experience helped me with my interactions with the public in this type of setting. Again, it was quite opposite of the retail mindset of the customer is always right, but you still needed to provide as much assistance as possible despite what the circumstances were that surrounded the purpose of their visit to our office. One of my duties as a Records Clerk was to manage and monitor the Registered Sex Offenders that resided in our jurisdiction. The offenders were required to register either monthly, quarterly, or annually depending on the charge of which they were convicted. I would in turn have to report their registration to the Colorado Bureau of Investigation. From the moment I received notification of an offender moving to our jurisdiction, I would gather all the information I could regarding the circumstances of their conviction so I would have an idea with whom we would be dealing with and if it were necessary according to Colorado Law to inform the community.
I had to treat everyone who stepped foot into our office with respect and assist the best way I could. It was important that I set aside my personal opinions and be objective to do my job. I am not going to lie there were many instances where I found it difficult to do that, but you learn to control your emotions and wait until the proper time and place to be able to process your thoughts and feelings. On a side note, I remember one man who was charged with assault on his neighbor, and I remember one of his explanations of why he did it was because she was Mexican. I recall reading the report and getting angry over what this innocent woman endured at his hands. Shortly after his release from our Jail, he came into the office requesting a copy of his arrest report. I happened to be covering the front desk while the receptionist was out, and he walked in. Of course, I recognized him right away and I could instantly feel my blood pressure going up. This was a prime example of when I needed to set aside my emotions and do my job and assist him. I remember another instance with him when he came in because he was the victim of a crime. I thought to myself how ironic he found himself on the opposite side of where he was before and now, he was a victim. One time I had gone to the pharmacy, and I had to wait to pick up my prescription and as I turned, I saw this same man sitting in the waiting area. He looked up at me immediately said hello and my name and thanked me for helping him in the past. I could not help but notice he had this look of defeat over him which was a stark contrast to when I first met him, he had a look of defiance. I could not help but think that karma had something to do with that.
Another sensitive subject dealt with in Records was deaths. Aside from having to read and review the reports, we had to also view the photos associated with each incident. I remember shortly after I first started working at the Sheriff’s Office, I had walked to the copier room and discovered that someone was in the middle of printing pages of photos from a case. Without even thinking, I had started to gather the photos and set them aside and it took me a few seconds, but I finally processed what I was looking at. I remembered when I was first interviewed for the Civil Clerk position, the Jail Captain asked me how I would react if I saw photos of a deceased person. I told him I could not answer that question because I had not encountered that before. Well, at this moment, in front of the copier I am looking at a photo of a deceased person. I knew this was not going to be the last one, so I needed to get over the shock of it and move on. It was especially difficult when speaking with the family members and they would request a copy of the report, and some would also request the photos. The same mindset applied to these that you needed to set aside your emotions and read the report and view the photos like any other case. Nothing could prepare you when you communicated with the family members on the phone and much less in person.
There was not an instruction manual on how to be a Records Clerk. I was trained on the basics, but even the basics did not cover half of what the job duties were. It was mostly on-the-job training and trial and error. With any job that I have had, once I got comfortable with it, I had to make it my own. By that, I mean I would create my own “how-to” manual on how to perform the duties of the job. After a year of my employment at the Sheriff’s Office, I had to go on Short Term Disability. After returning to work, I made it my mission to put together a how-to manual for the position of Records Clerk. It was a large 3-ring binder that included a detailed description of every aspect of the job duties. Since this time off was not planned, I knew it left a strain on the department and those who had to cover and fill in during my absence. I wanted to do my best to have a resource available to anyone who worked in Records in the event this happened again. It proved to be helpful not only in these situations but also when training a new employee. It took a while to put together and quite often had to update and add any new information as we went along. At the end of my time in Records, this was one of my proudest accomplishments.








