Records Specialist - Police

The Records Specialist-Police maintains police records and databases, processes audio/video evidence, transcribes statements, prepares documents for court, processes applications and permits, and provides administrative support to police personnel.  The position requires excellent customer service skills and supports both internal and external customers.  The Records Specialist works with a variety of software and office technology.

Scope of Impact:
The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies; Federal, State and Local regulations, and are based on detailed knowledge of Department operations.  Work is subject to periodic review by the supervisor, who provides approval of recommendations and discusses assignments, priorities, and work.

• Work as part of a team and provide back-up for other Administrative Support positions in the department.
• Assist customers with service requests in-person, by phone, and through electronic communication.
• Works with and preserves the integrity of department records, reports, and data.
  • Transcribes and files investigative statements;
  • Processes video, audio, and other digital media;
  • Provides system functional support;
  • Generates reports and maintains statistical data;
  • Compiles and provides documents and data to outside agencies, prosecutors, courts, and regulatory authorities;
  • Processes court orders, expungements, and criminal history files;
  • Manages billing and collections for false alarms,
  • Processes applications and background checks; issues permits.
• Responsible for researching matters related to data practices and processing data requests.
• Performs other duties and activities as assigned.

Minimum Qualifications:

The job requires an Associate's degree and at least two years of prior administrative support or records management experience, or an equivalent combination of education and experience.  Applicants must have prior experience with Microsoft Office 365 including Word and Excel and the ability to type at least 60 words per minute. 

 

Desired Qualifications:

Previous experience providing administrative support to public safety or local government is preferred.

Knowledge, Skills and Abilities Desirable for Successful Job Performance:

• The ability to perform work requiring a high degree of concentration and judgment in interpreting practices and procedures to solve problems;
• The ability to work independently to prioritize work requests as well as establishing and maintaining effective working relationships with superior and subordinate personnel;
• The ability to communicate effectively, verbally and in written form as well as tactfully and courteously with the public and city staff;
• Skilled in the operation of Microsoft Office including Microsoft 365, Word and Excel;
• Knowledge of Data Privacy Laws and ability to maintain highest confidentiality when dealing with sensitive or private information. 

Physical and Mental Requirements:
Physical effort is light, with lifting or carrying limited to 25 pounds intermittently.  Report preparation and writing will at times require extended use of a keyboard.  Work interruptions are frequent.

Working Conditions:
Most work is performed in a normal office environment.  The job may involve dealing with and calming individuals who are emotionally charged over an issue.  

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required.  To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.  The City retains the discretion to add duties or change the duties of this job at any time.

Salary : $28 - $35