What are the responsibilities and job description for the Administrative Technician* - Central Records position at City of Richmond?
The selected candidate will assist customers at the Police Headquarters service windows, respond to telephone and internal inquiries, and use the Department's records management system to locate, review, and process information. Success requires strong attention to detail, accuracy, sound judgment, discretion, and the ability to manage multiple tasks without compromising the quality of work.
Incumbents provide clerical and records support with independent initiative and accountability for accurate, complete, and timely work. Candidates must be comfortable learning computer applications, following written procedures, comparing information across records, identifying discrepancies, and seeking clarification when needed. Assignments may also include document preparation, scanning, filing, fingerprinting, payment processing, and other administrative support.
• Providing courteous, professional service at public service windows and by telephone; clarifying requests, locating information, and referring matters to the appropriate staff.
• Learning and using the records management system to search, retrieve, review, and process police records and related information in accordance with assigned access and procedures.
• Reviewing reports and records for completeness, accuracy, and consistency; checking names, dates, report numbers, and other key details; identifying missing information, discrepancies, and possible duplicate records.
• Making authorized corrections, documenting follow-up, and coordinating unresolved records issues with officers, supervisors, or designated records staff.
• Entering, updating, scanning, indexing, and maintaining records, files, and logs accurately; verifying work before completion and maintaining an organized record of pending tasks.
• Handling confidential and sensitive information responsibly; verifying authorization before providing records or information and following established access, release, and retention procedures.
• Balancing customer service, records processing, and internal requests; prioritizing deadlines, tracking unfinished work, and maintaining accuracy despite interruptions.
• Preparing and proofreading documents and correspondence; processing payments and verifying amounts and coding; performing fingerprinting and other assigned administrative duties.
Considerable knowledge English grammar; proofreading, administrative and records procedures, electronic filing, basic arithmetic, and standard office equipment. Working knowledge of Microsoft Word, Excel, Outlook, and computer-based information systems; understanding of the importance of complete, accurate records and responsible handling of confidential information. Demonstrated skill entering and verifying data accurately; comparing records and recognizing discrepancies; organizing files and tracking pending work; providing tactful customer service; communicating clearly verbally and in writing; and using critical thinking to resolve routine problems within established procedures. Demonstrated ability to learn and apply records management systems functions; follow written instructions and established procedures; sustain attention to detail during repetitive and interrupted work; multitask and adjust priorities while maintaining accuracy; protect sensitive information; exercise sound judgement and recognize when to seek guidance; and work independently and collaboratively in a fast-paced environment.
MINIMUM TRAINING AND EXPERIENCE:
- High School Diploma or GED
- Two years of related clerical or office support experience
- An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification
LICENSING, CERTIFICATIONS, and/or OTHER SPECIAL REQUIREMENTS:
- A Notary Public designation may be required for some assignments.
Salary : $41,600 - $58,718