Records Division

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The administrative arm of the Sheriff's Office

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The Records Division consists of five full-time civilian employees. Included in this count are three full-time Law Enforcement Records Specialists, one full-time Lead Law Enforcement Records Specialist and a full-time Administrative Services Manager. These employees play a vital role in the financial, human resources, personnel and records management functions of the Sheriff’s Office.

Duties

The Law Enforcement Records Specialists are responsible for a wide range of duties, including but not limited to:

  • Managing sheriff’s sales
  • Completing background check requests.
  • Handling docketing and processing of all criminal and civil process.
  • Preparing records and legal documents in the collection of civil and criminal process.
  • Extracting data from the Records Management System (RMS) and preparing statistical data for the office.
  • Processing Guardian ad Litem requests.
  • Reviewing and approving incident reports for patrol, detectives, and corrections.
  • Preparing State/County reports for the office, as needed.
  • Maintaining crash and incident reports, requests for training, and civil process records on a daily basis.
  • Assisting in the maintenance of data in criminal cases and preparation of files for trial.
  • Maintaining Tri-Tech Records Management System (RMS).
  • Maintaining Federal ACISS database.
  • Extracting data for traffic statistics required by the Traffic Safety Commission.
  • Performing the duties of Incident Based Reporting (IBR) Coordinator.
  • Receiving, reviewing, preparing, and recording documents related to civil process service.
  • Processing parking tickets and managing the registration suspension system.
  • Processing discovery materials for Portage County District Attorney’s Office.
  • Receiving, evaluating, and fulfilling records requests, or providing legal justification for denials.
  • Processing and fulfilling open record requests.
  • Compiling documentation for Coroner.
  • Serving as Notary Public
  • Interacting with dozens of outside agencies to coordinate effort and information flow.
  • Creating/posting public training sessions, handling registrations, and compiling monthly activity reports.

These staff members also handle reception duties by assisting visitors to the administrative offices and jail and assisting walk-in customers with requests for reports and collecting and receipting fees.

The Records Division is also responsible for the financial transactions of the Sheriff’s Office. The Administrative Services Manager manages inmate commissary and billing accounts using Stellar Services software; she safeguards inmate monies by managing a separate checking account for deposits and disbursements. Staff are also responsible for the processing of all monies received into the Sheriff’s Office and collecting outstanding monies due to the Sheriff’s Office through invoicing and collection monitoring.

Other services performed include preparation of the Sheriff’s Office payroll, preparation of procurement card payments, processing payments to vendors through the voucher program, processing fleet fuel records, and providing audit materials as requested.

County Support

The administrative staff also serve as Recording Secretary to the Portage County Public Safety/Emergency Management Committee and the Portage County Traffic Safety Commission by preparing the agendas, compiling meeting packets, taking and transcribing the minutes, and posting all relevant documents to the County’s website.

Staff Members

Karen Moran, Administrative Services Manager - (715) 346-1465
Kim Delikowski, Lead Law Enforcement Records Specialist - (715) 346-1466
Clair Glisczynski, Law Enforcement Records Specialist - (715) 346-1444
Paige Redmann, Law Enforcement Records Specialist - (715) 346-1443
Jami Strnad, Law Enforcement Records Specialist - (715) 346-1819

  

Hours of Operation:

The Records Division walk-up window is open from 8 AM to 4 PM, Monday through Friday (excluding holidays).