What are the responsibilities and job description for the Public Safety Records Coordinator (S-28) position at City of Kalamazoo, MI?
Under minimal supervision, performs general administrative duties for the Kalamazoo Department of Public Safety. Tasks include customer service, administrative support, record keeping, updating records into database; performs work to review. Inputs and balances various types of computer information by means of a computer terminal. Performs moderately difficult record keeping and clerical duties associated with the entry and disposition of criminal felonies and misdemeanor cases through the judicial system; performs related duties as required. Employees must be capable of exercising independent judgment, demonstrate accuracy and timeliness in data entry, initiation, preparation, and fulfillment of Freedom of Information Requests, along with entry, payment, and processing of parking citations.
The employee will be assigned to the initial processing of offense data where tracing or verifying missing data is required to maintain accuracy of records. The employee will be responsible for assisting any public request made by any party. Employees in this position are responsible for data entry of all generated police reports. Employees in this position will be checking for accuracy, validity, and completeness of data that is to be entered into the computer; the data is generated from a wide variety of sources requiring a broad knowledge of City policy, organizational structure, state and federal laws, along with a high level of confidentiality; this position maintains logs of daily activities; produces and edits balancing reports; serves as a liaison with originating departments to correct inaccurate records. At times may be required to rotate job functions within the office.
Examples of Duties
- Compiles data by type of offense or incident;
- Enters or updates case history in a variety of categories;
- Identifies missing data and corrects as needed;
- Verifies new case information with court and arrest records, and checks for discrepancies;
- Processes gun registrations and applications;
- Processes criminal background checks;
- Processes Freedom of Information requests;
- Distributes criminal files and reports to appropriate divisions internal and external including, but not limited to, other police/governmental agencies;
- Tracks complaints and dispositions;
- Checks case status in response to inquiries made by the public and police/governmental agencies;
- Completes records for M.S.P. , F.B.I., MDOC, DDHS and other governmental requests;
- Receives payment for fingerprinting, sex offender registration, parking citations and Freedom of Information requests; other payments as needed.
- Data entry of generated police reports, traffic accident reports, and citations;
- Edits police reports;
- Proof reads;
- Formats and approves police incidents;
- Enter and verify MICR codes;
- Answers multi-line telephones;
- Creates and maintains correspondences, spreadsheets, invoices, extension letters;
- Assists the public with questions at department counter and over telephone;
- May also be required to perform general reception duties.
Essential Qualifications
- Considerable knowledge of correct office procedures;
- Considerable knowledge of the activities associated with the processing of cases through the judicial system;
- Good skill in evaluating the accuracy and completeness of source documents and the procedures to follow each application;
- Good knowledge of PC, data entry, good typing skills (40 wpm);
- Ability to learn daily transcription from tapes;
- Familiarity with Microsoft Office products;
- Some knowledge of data processing principles;
- Some knowledge of cash registering/balancing;
- Have knowledge or ability to learn LEIN operations;
- Follows complex instructions in accordance with state and federal laws;
- Keeps a wide variety of files;
- Makes minor decisions in accordance with established policies;
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Heightened ability to understand, initiate, and carry out complex oral and written
instructions; - Good communication and interpersonal skills working with the public and all levels of City staff;
- Knowledge of the Freedom of Information Act;
- Ability to establish and maintain harmonious working relationships with fellow employees;
- Ability to maintain a high level of confidentiality;
- Ability to use good judgment.
Acceptable Training and Experience
- Graduation from an accredited high school or technical school supplemented by course work in data entry and data processing and/or familiarity with criminal justice proceedings.
- One year experience in a business office setting.
- Or any equivalent combination of training and experience which provides the essential knowledge, skills, and abilities.
- Employee must be able to obtain LEIN certification.
The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.
The City of Kalamazoo offers competitive benefits including health, dental, and vision insurance, flexible spending accounts, group life insurance, long and short-term disability, paid time off, a defined benefits pension plan, a 457 deferred compensation plan, and a retirement health care savings plan (HCSP). Benefits vary based on the bargaining unit of a position.
The City of Kalamazoo also operates a convenient health clinic that is open to employees, retirees, and their families and provides routine medical services and prescriptions.
The benefits for this position are negotiated between the City of Kalamazoo and the Kalamazoo Municipal Employees Association (KMEA)
For a summary of City of Kalamazoo benefits in KMEA positions, please visit our website: www.kalamazoocity.org/benefits
Please note: these benefits are subject to change.