POLICE RECORDS SPECIALIST I - 9170

GRADE - 105

PAY RANGE - $21.65 - $30.87/hr - plus a comprehensive benefits package

GENERAL STATEMENT OF DUTIES:

Maintains all records generated by Police personnel for both public and official Police use; performs directly related work as required.

DISTINGUISHING FEATURES OF THE CLASS:

The principal function of an employee in this class is to electronically archive and retrieve records and provide requested information to the public and Police Officers. The work is performed under the supervision and direction of an assigned command officer but some leeway is granted for exercise of independent judgement and initiative. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with other City employees, representatives of other law enforcement jurisdictions, court officials, and the public. The principal duties of this class are performed in a general office environment.

EXAMPLES OF ESSENTIAL WORK:

• Enters I/O, arrest, citation, and accident reports;
• Types and electronically archives incident offense reports, subpoenas, arrests, accidents, citations, tow in/drive reports, and related matters according to prescribed procedures and guidelines;
• Prepares arrest packets and enters dispositions for court;
• Enters subpoenas;
• Enters bail conditions;
• Enters arrest warrants;
• Ensures the completeness and accuracy of all materials to be archived;
• Maintains reports on archiving and creates separate files as necessary;
• Greets visitors to the Department and provides requested file information or general information regarding Departmental policies and procedures;
• Answers the telephone, providing information to members of the public as requested, including transferring callers to other Public Safety personnel or referring them to other City Departments or outside agencies as required;
• Advises the public in the filling out of various forms as required for access to related Police records;
• Retrieves reports, redacts as necessary, makes copies, and distributes to requesting members of the public;
• Retrieves reports for Police personnel;
• Performs record checks for members of the public, business organizations, Police Officers, probation officers, State and Federal law enforcement officials, and others, including checking proper identification of the individual to confirm the validity of the search;
• Stores all incoming Police reports prior to scanning into the archives system;
• Provides guidance and demonstrations to new employees in similar positions;
• Keeps supervisors informed of work progress, issues, and potential solutions;
• Attends meetings and training to stay current on relevant practices and developments;
• Responds to citizen inquiries courteously and promptly;
• Coordinates regularly with others to enhance interdepartmental efficiency; and
• Performs additional duties as required by the classification.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• Thorough knowledge of modern office procedures, practices, and methods;
• Thorough knowledge of data entry;
• Thorough knowledge of data entry and data processing operations;
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Ability to understand and follow oral and/or written policies, procedures, and instructions;
• Ability to prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate or quickly learn to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Integrity, ingenuity, and inventiveness in the performance of assigned tasks.

ACCEPTABLE EXPERIENCE AND TRAINING:

• Graduation from High School or possession of a GED; and
• Zero to two years of experience in general office operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.

REQUIRED SPECIAL QUALIFICATIONS:

• Ability to pass a background check.

ESSENTIAL PHYSICAL ABILITIES:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of materials in electronic or hardcopy formats;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone, and related equipment;
• Sufficient strength and endurance, with or without reasonable accommodation to lift, carry and move objects, through a full range of motion, up to 10 pounds occasionally, 5 pounds frequently and 2 pounds consistently;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function within the general office environment.