Administrative Records Technician

OPENING DATE: April 7, 2026

CLOSING DATE: April 21, 2026

REPORTS TO: ADMINISTRATIVE LIEUTENANT

DIRECT REPORTS: NONE

POSITION SUMMARY: Under the general supervision of the Administrative Lieutenant, provides basic information to the public, either by telephone or direct contact, regarding services, complaints, and messages for police staff members.

ESSENTIAL FUNCTIONS:

• Operates telephone to answer, screen and forward calls, providing information, taking messages and scheduling appointments. Refers calls to appropriate people, officials or departments when necessary.
• Greets people entering establishment, determines nature and purpose of visit, and directs or escorts them to specific destinations.
• Coordinates traffic and misdemeanor court appearances with the City Attorney and issues necessary subpoenas and other paperwork required.
• Provides fingerprinting services to members of the public in accordance with departmental procedures and applicable regulations.
• Administers and processes solicitor and peddler permit applications, including reviewing submissions for completeness, coordinating approvals, and maintaining accurate records.
• Serves as the primary point of contact for animal-related calls and complaints; coordinates response efforts involving stray animals, nuisance complaints, animal bites, and other animal control matters with appropriate personnel or agencies.
• Prepares, verifies, and completes monthly bank deposits for all funds received by the Police Department; maintains accurate financial records, receipts, and supporting documentation in compliance with established procedures.
• Disperses traffic accident reports, misdemeanor citations and traffic citations to outside agencies.
• Maintains police filing system, including but not limited to all cases, incidents reports, arrest files, accident reports, traffic tickets and parking citations.
• Maintains public information records for media or citizen inquiry by Iowa Code.
• Gathers and prepares documents, as requested, for meetings and other purposes. Checks completed work for spelling, grammar, punctuation, and formatting. Copies and disseminates information to appropriate people, officials or departments.
• Process and distribute mail.

PERIODIC JOB DUTIES:

• Prepare for audits as scheduled; cooperates with outside auditors in gathering information to complete the annual audit.
• Perform other duties as assigned.

TYPICAL QUALIFICATIONS:

• Education – High school diploma and/or G.E.D equivalent required; however, prefer an associate or higher degree in Business Administration or related field.
• Experience – Two (2) to three (3) years in general office experience/administrative support, customer service, record-keeping and general accounting required.

SKILLS:

• Ability to take initiative and work efficiently.
• Ability to work independently with intermittent direct supervision.
• Excellent oral and interpersonal communication and listening skills including, but not limited to tact, diplomacy and professionalism when dealing with members of the public and staff.
• Effective written communication skills.
• Ability to understand and carry out oral and written instructions.
• Problem-solving ability appropriate to the work activities.
• Accurate mathematical skills.
• Ability to concentrate in a diverse work setting.
• Maintain confidentiality.
• Perform job functions adhering to safety guidelines and policies set for by the administration and/or supervisor.

KNOWLEDGE:

• Knowledge of office equipment, including telephone, photocopier, laser printers, personal computers, etc.
• Knowledge of and proficiency with personal computer and computer software and applications, including but not limited to records management system, Microsoft Word, Microsoft Excel, FBI Uniform Crime Reporting (UCR), Traffic and Criminal Software (TraCS), National Crime Information Computer (NCIC), On-line Warrants and Articles (IOWA) system, Laserfiche Document Management System, etc.
  

WORKING CONDITIONS:

• Normal office environment.
• Ability to lift and carry up to twenty-five (25) pounds.
• Ability to push and pull twenty-five (25) to fifty (50) pounds occasionally.
• Long periods of sitting.
• Ongoing contact with the public in this setting always has the potential for dealing with irate customers and the public when they have a complaint regarding city services.

REQUIRED SPECIAL QUALIFICATIONS:

• Valid Iowa Driver’s license
• Ability to obtain an NCIC certification within six (6) months of employment.
• Ability to obtain an Iowa System certification within six (6) months of employment
• Public Notary

The City of Altoona retains the authority to change the job duties included in this job description at any time. The list of duties, responsibilities, knowledge, and skills is not exhaustive and various requirements are subject to possible modification as a reasonable accommodation for a qualified individual.

The successful applicant will be required to complete a background check and pass a medical examination which includes a drug and alcohol screening prior to beginning work.

The City of Altoona is located in Polk County, Iowa, about 5 miles from Des Moines, Iowa, and is home to approximately 20,000 residents. Altoona offers many large city amenities but with a small town quality and convenience. Altoona hosts beautiful recreational trails and parks, offers an abundance of shopping and restaurant opportunities, and the entertainment is renowned.

The City of Altoona is an Equal Opportunity Employer.