Records Technician

General

Performs tasks related to the support of law enforcement activities and assists the general public and City personnel by documenting, recording, processing, and analyzing information; performs other tasks as assigned. 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. Work is performed under the direct supervision of the Assistant Services Supervisor. An employee in this class performs the duties of other employees in the Caldwell Police Department as required or as assigned by supervisory personnel. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with all City employees, other government agencies and the general public. All duties are interchangeable between Records Technicians. The principal duties of this class are performed in a general office environment.

Responsibilities

GENERAL:

• Records Technicians will keep immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities.

SERVICE TO THE COMMUNITY:

• 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;
• Maintains the security of the front desk area, including monitoring public access to the records section and building;
• Responds to citizens' questions and comments in a courteous and timely manner and create calls for service;
• Provides advice to the public in filling out various forms as required for access to related police records;
• Distributes and sorts all incoming and outgoing mail;
• Fingerprints applicants for schools, etc.;
• Responsible for arranging the setup requirements, scheduling, and screening process for the community room at the police department.

DOCUMENTATION:

• Retrieves reports, makes copies (redacted and non-redacted) and distributes to requesting members of the public, police personnel, county attorneys, Health & Welfare, Probation and Parole, etc.;
• Performs record checks for police officers, State and Federal law enforcement officials and others, including the checking of proper identification by the individual to assure the validity of the search;
• Electronically archives incident offense reports, arrests, accidents, citations, warrants, and related matters;
• Compiles statistical reports for department, State of Idaho and Federal Incident Based Reporting (IBR) requirements;
• Retrieves and/or completes correspondence, forms, schedules, annual purging of records and evidence documentation, and related documents for police personnel as requested;
• Maintains reports on archiving and creates separate files as necessary;
• Responsible for deliveries to the Prosecutors, courts and other agencies as necessary on a daily basis;
• Ensures the completeness and accuracy of all materials to be archived;
• Stores all police reports as they come in for scanning into the archives system;
• Operates ILETS computer terminal for entering and receiving data (i.e. criminal histories, driver's license checks, photo lineup requests, Code X);
• Crime Analysis;
• Maintains records of work performed;
• Locate and process all paperwork related to towed vehicles by officers;
• Processing and collection of all parking tickets issued by officers;
• CARFAX monthly redaction and submission;
• Business/Premise permit entry and updates;
• NCIC entry for stolen articles.

DEPARTMENTAL ASSISTANCE:

• Assists with special projects;
• Provide tours of department as requested;
• Testifies in court as required;
• Assists in promotional testing;
• Performs preventive maintenance on assigned vehicles and all related equipment;
• Assists with transporting department vehicles for maintenance;
• Assists with placing decoy vehicles throughout the city.

Minimum Qualifications

Education, Training and/or Experience Required:

• Graduation from high school or possession of a GED; and
• Some related office experience, preferably within a law enforcement agency; or
• Any equivalent combination of experience, education and training which provides the knowledge, skills and abilities necessary to perform the work.

Licenses, Certifications and Other Requirements:

• Must possess a valid and current Idaho State driver's license; and
• Ability to pass a pre-employment drug test and background check; and
• Subject to a polygraph test; and
• Possession of or ability to obtain NCIC and ILETS Certification.

Required Knowledge, Skills, and Abilities

• Good knowledge of modern office procedures, practices and methods;
• Good knowledge of data entry and data processing operations;
• Good knowledge of computer information retrieval of NCIC/ILET computer systems, and computer information entry procedures;
• Good knowledge of police department activities, purposes and procedures;
• Ability to accurately type a minimum of 35 words per minute;
• Ability to deal with a wide range of persons, including situations in which individuals may be upset over issues involving city activities and policies;
• Ability to learn city policies and departmental rules, procedures, practices and objectives;
• Ability to communicate well 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 to establish and maintain effective working relationships with other department and city employees, other law enforcement agencies, business organizations and the public;
• 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.