The Sheriff's Office Administration Division is overseen by the Executive Assistant. This Division consists of four employees (Executive Assistant, General Clerk, Records Clerk II and Records Clerk I) who manage the "business" side of the Sheriff's Office. In addition to operational responsibilities, they have daily contact with members of the public in the office and by phone.
The Executive Assistant oversees the inner workings of the Sheriff's office and manages personnel data on all employees of the department. The Executive Assistant also manages the computer records management system along with other computer programs within the department. In addition, the Executive Assistant serves as the Sheriff's Secretary, Personnel Director and Administrative Assistant.
The General Clerk is responsible for entering felony and misdemeanor warrants, as well as protection from abuse/stalking orders, into the National Crime Information Center (NCIC) data base. Although warrants and protection from abuse/stalking orders are originally issued by the Jefferson County District Court, the General Clerk maintains and validates these orders on a yearly basis. Jefferson County Sheriff cases that involve stolen property entered into NCIC, are also validated yearly by the General Clerk in coordination with the Kansas Bureau of Investigation.
The Records Clerk II is the first person you will see after entering the Sheriff's office and usually the first person you will speak to when calling. She routinely works with the public, whether it is to process a concealed carry handgun permit, register offenders, process any other fingerprint requests, or run driver's license checks. She is also responsible for receiving and entering all civil process that comes to the Sherriff's Office, setting and overseeing Sheriff's Sales, and various other office duties.
The Records Clerk I is primarily responsible for preparing, entering, disseminating and maintaining all Incident/offense reports and accident reports that are submitted by the deputies. This position is also responsible for maintaining expunged files.
The Kansas Open Records Act
Copies of reports will be provided to the public under the guidance of the Kansas Open Records Act (KORA), found at K.S.A. 45-215 through 45-223, with regards to information housed at the Jefferson County Sheriff's Office (JFSO).
Sharon Hoffman is the designated Information Officer
Public records shall be open for inspection by any person, unless otherwise provided by the act.
Original records cannot be removed from the Jefferson County Sheriff's Office.
Under KORA, the following records are considered Open to the public:
• First page of standard offense report
• Offender registration
• Anti-crime information
• Traffic accident reports
Violations of the KORA may be reported to the Kansas Attorney General or a county or district attorney.
A complete copy of the Kansas Open Records Act may be found at www.ink.org/public/legislative, then click Kansas Statutes. The statutes pertaining to KORA begin at K.S.A. 45-215.
This information pertains to laws in effect July 1, 2000.