Police Records Specialist

Performs a broad range of technical and moderately complex administrative functions in support of the Police Department. Responsibilities assigned and performed require an understanding of department procedures, and skill in the Records Management System (RMS) and Law Enforcement Database System (LEDS). Focus of the position is in processing police reports, LEDS records, and departmental inquiries, and managing the Subpoena Desk. Prepares routine written correspondence and social media announcements or website revisions, at the direction of a supervisor, and provides excellent customer service and assistance to citizens, other agencies, officers, and coworkers.

The Police Records Specialist I is distinguished from the Police Records Specialist II by the complexity level of duties assigned. The Police Records Specialist I performs under general supervision and assistance is readily available from the Police Records Specialist II or a supervisor.

• May provide informal training/instruction to volunteers and interns.

The individual in this position is expected to engage in the following work-related activities.

• With a high level of accuracy, queries, enters, confirms, clears and locates critical items in LEDS/NCIC including warrants, criminal histories, stolen vehicles, and/or articles, missing persons, etc.
• Refers reports and attachments (including in-custody reports) to appropriate department or court within established timeframe. Maintains files and reports to ensure safety and integrity of files and records, in accordance with established retention guidelines.
• Manages the Subpoena Desk by communicating and coordinating with courts and officers regarding subpoenas, hearings, and officer availability.
• Responds to police officer requests for assistance; provides a variety of information, such as addresses, case details, warrants, license plate registrations, stolen property, and driving records.
• Provides customer service for police department. Greets visitors and answers telephones, determines nature of visit/call, direct to appropriate person, or takes and relays messages in absence or preoccupation of department personnel. Collects fees and provides receipts for towed vehicles, police reports, public records and other department fees. Responds to routine, non-routine and technical questions from internal and external customers. Performs customer service functions applicable to records release and maintenance, including receiving, responding to, and entering requests for police reports.
• Using word processing software, prepares and edits routine and non-routine documents from general instructions. Creates, revises, and posts information, announcements and articles to the department website and social media sites at the direction of a supervisor. Performs a variety of administrative duties including photocopying, faxing, filing, and sorting documents. Proofreads, reviews for grammar, and edits documents as necessary. Examines documents for completeness and accuracy.
  
  Corrects errors as necessary.
• Conducts routine inventory of office supplies and makes purchasing recommendations to the Administrative Supervisor. Prepares weekly bank deposit. Processes and distributes incoming and outgoing mail. Tracks, orders and maintains office supplies and department business forms.
• Establishes, maintains and fosters positive and harmonious working relationships with City staff, outside government agencies, community organizations and the general public.
• Follows all safety rules and procedures for work areas.
• Performs additional duties as assigned

The individual in this position is expected to possess or acquire:

• Knowledge of, and ability to thoroughly follow and understand laws and regulations governing the handling, management, and retrieval, and release of police reports and records.
• Knowledge of basic functions, principles, and practices of municipal police services and response to public records requests.
• General knowledge of office practices and procedures, business English, word processing and spreadsheet software, clerical practices, research methods, report composition and preparation techniques, etc.
• Ability to operate general office equipment.
• Skill in providing positive and effective customer services.

• High School Diploma or General Equivalency Diploma (GED)
• Three years of general office experience
• Or any satisfactory combination of education, experience, and training that…