Criminal History Specialist

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

This is a grant-funded, limited term position.

Positions in this job family are assigned duties and responsibilities involving the creation, maintenance, sealing and dissemination of Oklahoma Criminal History Records, and the sealing and dissemination of federal criminal history record information. This may include, but is not limited to, researching arrest, charge, and disposition information through the use of various databases and through written/verbal communication with other criminal justice agencies across the State of Oklahoma.

• Review each criminal history record to identify possible federal prohibitors for firearms purchases, specifically targeting felony offenses and misdemeanor domestic abuse crimes. Conduct research, as needed, through access to multiple data.

• Compare federal non-Triple I criminal history records to the state criminal history records of the same individuals. If criteria is met, take possession of the federal records through electronic communication with the FBI. Automate records, making them immediately available to all authorized requestors of the records, to include NICS checks.

• Flag Triple I criminal history records that contain crimes that meet the domestic abuse criteria as "Crimes of Domestic Abuse" in the OSBI's criminal history data base. Add to criminal history records any dispositional data received through research. For non-Triple I criminal history records, enter federal prohibitors into the NICS index.

• Image documents obtained during research and utilized for record updates and/or for entering information into the NICS Index into OSBI's LaserFiche database for permanent storage. Destroy hard copies after imaging has been completed.

• Log and report monthly totals of: all criminal history record comparisons; automations; domestic abuse crimes and other federal prohibitors identified, researched and/or flagged or entered into the NICS Index; and number of documents imaged.

The functions performed in this job family will vary by level, unit and organization, but may include the following:

• Enters, reviews, researches, edits, seals, expunges or deletes criminal history record information including arrests, charges, declinations, dispositions, sentences, custodial information, pardons, etc. in strict accordance with state and federal laws.

• Performs administrative review and quality audits of criminal history and background check records, ensuring transactions are properly identified and relevant crime flags are set properly.

• Prepares documents, detailed reports and presentations of varying complexity pertaining to criminal history records.

• Performs criminal history record checks by name, aliases and social security number in accordance with the Oklahoma Open Records Act and other State Statutes.

• Trains law enforcement personnel on relevant state and federal laws governing the submission of criminal history records and the proper procedures for reporting.  Audits law enforcement agencies for compliance with criminal history reporting requirements and provides written and verbal feedback through reports and collaborative meetings.

• Trains non-criminal justice agencies regarding authorized purposes for requesting, receiving, storing and disseminating federal criminal history record information.  Audits non-criminal justice agencies for compliance with relevant state and federal law, as well as the CJIS Security Policy.  Provides guidance for remediating any audit findings.  

• Reconciles state criminal history records with those available at the federal level, researching the information in both state and federal repositories, updating and automating records as applicable to ensure the most accurate and complete criminal history record can be disseminated in a timely manner.

• Maintains knowledge of the current practices, processes, and procedures on criminal history operations at the federal and state level.  This may include proposing new or modifying existing legislation. 

• Oversees implementation and coordination of federal programs such as RapBack, Mobile ID, and non-criminal justice use of criminal history records.    

• Supervises staff.

• Level I: This is the basic level where employees are in training to perform assigned tasks. Work performed is closely supervised and reviewed upon completion. All aspects of tasks and responsibilities are clearly defined.

• Level II: This is the career level where employees independently perform a range of basic work with a high degree of accuracy. Tasks are assigned and are relatively well defined. Professional judgement is required to complete tasks accurately and in compliance with relevant policy and laws.

• Level III: This is the specialist level where employees plan and perform tasks with minimal supervision to align with the goals of the Unit, Section, and Agency. Incumbents possess a high level of responsibility for coordinating and conducting activities with outside agencies to ensure criminal history records are correct and complete. Additional duties at this level include training new employees, conducting training for law enforcement or noncriminal justice agencies, and planning, implementing and testing system upgrades. At this level incumbents are seen as a subject matter expert.

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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