Records Specialist

• Processes police records according to records management regulations, policies and procedures;
• Reads and interprets crime reports which include city, state and federal statues and utilizes the FBI guidelines to classify the events into the records management system;
• Creates copies, collates documents, and distributes to various sections, divisions, and agencies;
• Maintains security, privacy, and confidentiality of police records;
• Provides administrative and technical support to internal police staff;
• Creates information packets and files, utilizing NCIC/ILETS and related software systems to run inquiries on people, vehicles, etc., as required;
• Assists the public in obtaining police services by determining their needs and directing them to the appropriate resource including suspects, victims and witnesses of crime; advises public and staff of procedures required to access police records;
• Processes arrests, cite and releases, miscellaneous reports and accidents and prepares reports for prosecutors, court, detectives; enters data into the Records Management System (RMS);
• Enters and updates data into ILETS for missing persons, stolen vehicles, guns, articles, license plates, validations, etc.;
• Enters data into National Incident Based Reporting System (NIBRS) for arrests and miscellaneous reports monthly;
• Enters and updates dispositions from court in RMS;
• Processes fingerprinting for employees and private citizens;
• Processes public records requests including criminal and civil documents, photos, audio recordings and DVDs;
• Takes payments for civil citations, fingerprinting, VIN inspections and public records requests;
• Sends unpaid civil citations to collections when appropriate;
• Processes impounded vehicle reports; enters data into RMS, sends certified letters, keeps track of returned vehicles, publishes notifications in newspaper and sells vehicles;
• Conducts background checks for employees;
• Ensures all Police employees are fingerprinted, tested and trained in ILETS or CJIS Online (TAC);
• Processes complaints by sending to prosecutor;
• Conducts criminal histories for Prosecutor, Detectives, Officers, Property Officer, and for pawn checks on firearms;
• Conducts inquiries on serial numbers of articles, vehicles and firearms;
• Processes subpoenas for Officers; forwards in e-mail and tracks returns;
• Runs monthly and emphasis grant-related statistical reports for CARE, PC Holds, Patrol and as requested;
• Processes juvenile petitions by sending to prosecutor;
• Uploads lab reports into Video Indexing Program for Evidence Retention (VIPER) and updates in RMS if needed;
• Enters parking citations into database;
• Updates supplemental dispositions from officers/detectives into RMS and transfers to property and updates NIBRS if needed;
• Ensures proper collection, indexing archival, retention and disposal of all official department records;
• Responds to citizens' questions and comments in a courteous manner;
• Accommodates inter-departmental requests for information and reports;
• Responds to management's, supervisor's, co-workers' and citizens' questions and comments in a courteous, thorough and timely manner;
• Performs time management and scheduling functions, meets deadlines, and sets project priorities;
• Maintains strict confidentiality of all matters;
• Assists other department and City employees as needed or requested;
• Performs all work duties and activities in accordance with City policies, procedures, and safety practices.

• Serves as Terminal Agency Coordinator (TAC) for ILETS;
• Maintains all records for testing, training, fingerprinting and records certification required by the State of Idaho for all Police Department personnel;
• Performs other duties as assigned.

• High school diploma or GED with Associate's Degree preferred;
• One (1) year experience performing office functions, using computer software systems to enter data, handling records and providing customer service via personal interaction and telephone, preferably within a law enforcement environment to become familiar with related terminology; and
• Preferred experience in ILET's system, and basic processes and procedures related to criminal proceedings; or
• An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.

• The National Incident Based Reporting System (NIBRS) and guidelines, RMS, and NCIC/ILETS programs;
• Records management principles and procedures;
• Public records laws;
• Crystal Reports;
• Fundamental understanding of the criminal justice process;
• Department programs, objectives, policies and procedures;
• Customer service principles and procedures;
• Fingerprinting processes;
• Operation of standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, desktop publishing and other required applications.

• Perform all essential functions independently or as part of a team;
• Gather, organize, and analyze data;
• Maintain a calm, professional demeanor and effectively communicate with officers and the public in potentially controversial situations;
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports;
• Use English and speak clearly for understanding;
• Listen carefully to, understand, and effectively communicate through verbal, written, and electronic communication channels;
• Perform duties to supervisor's expectations;
• Follow verbal and written instructions;
• Work independently and exercise initiative, with general guidance and supervision;
• Maintain a professional demeanor at all times;
• Maintain strict confidentiality;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Demonstrate integrity and ingenuity the performance of assigned tasks and solving problems;
• Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.

Salary : $23 - $24