Police Records Tech-Records

Summary of Duties: Under basic supervision, the Police Records Technician provides internal and external customer service to citizens, City staff, and other external agencies by responding to questions, processing requests, and researching and gathering records.

Distinguishing Characteristics: This is the journey-level classification in the Police Records Technician series that follows diversified procedures and implements processes to accomplish end results, within guidelines. Immediate supervision is available upon request. This class is distinguished from Police Records Technician, Senior in that the latter is a higher-level class in the series that performs more complex technical, and investigative duties requiring a higher level of knowledge and skill.

Shift: The shift for this position is Monday-Friday, 11 a.m. to 8 p.m.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Monitors and audits all incoming reports created and/or maintained by sworn personnel.
• Uploads reports and various supporting documents into the corresponding computer program, codes and enters required data as outlined in local, state and national guidelines.
• Assembles documents needed to complete criminal case files and reports.
• Collects various fees including but not limited to accident report fees, arrest and clearance record fees, solicitor permit fees, and fingerprint fees; reconciles daily financial report of monies collected.
• Indexes documents by scanning and reviewing to determine if the scanned images meet standards to qualify as the official versions of the document.
• Answers phone calls and questions from internal and external officers, agencies, investigators, and citizens.
• Researches specific files as requested by officers and citizens.
• Picks-up mail and processes incoming paperwork; disburses mail.
• Regular and consistent attendance for the assigned work schedule is essential.
  

Marginal Duties:

• Performs other duties as assigned.

Typical Decisions: The incumbent must interpret requests and determine appropriate information and data for response. Must determine work priorities to meet the demands of applicable laws.

Minimum Qualifications:

Knowledge of: Office practices, procedures, equipment, and software, including word processing, spreadsheet, and other software applications; rules of grammar; practices of document preparation; statutes and ordinances regulating the distribution of information and other applicable laws or ordinances.

Skill in: Communicating clearly both verbally and in writing; operating a personal computer; providing effective and tactful customer service; scanning and organizing documents; working independently.

Education: High school diploma or GED equivalent.

Experience: One (1) year of previous clerical experience.

Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements

Licenses and Certifications: None

Conditions of Employment: Must pass a drug test, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check.

Physical Demands and Working Conditions: This is primarily an office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may be required to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.