Police Records Specialist

Under close supervision, performs a variety of clerical tasks and administrative support functions within the Records Bureau of the Police Department; and performs other duties as required within the scope of the classification.

Reports to:

Police Records Supervisor

The Police Records Specialist is an entry‑level classification in the police records series. Incumbents are proficient at typing/keyboarding and are trained to perform a wide range of police record processing, recording and retrieval. Incumbents are expected to work with some independence on the repetitive aspects of the work as employees achieve proficiency in performing their assignments. This classification differs from the Senior Police Records Specialist in the repetitive nature of assigned work and the limited degree of independent judgment exercised.

• Prepares forms such as memoranda, form letters, police clearances, declarations, and other documents
• Duplicates materials and distributes to other agencies/departments; assembles police reports and other records to prepare and submit misdemeanor and felony packets for court
• Responds to inquiries by telephone, email, and in person from officers and other law enforcement and governmental agencies; researches, collects, and disseminates authorized information utilizing various computer systems; provides information that assists detectives and officers in the field in conducting their investigations; presents facts related to laws and ordinances
• Responds to questions, requests, and complaints from the public by telephone, email, and in person at the public counter in accordance with departmental procedures; receives and sorts incoming mail; researches and responds to requests from insurance companies, probation officers, parole officers, background investigators and other agencies
• Prepares and provides police records for release to the general public as required by law and in accordance with departmental procedures
• Releases recovered stolen, impounded or stored vehicles; completes the booking process of arrestees; processes temporary/permanent restraining orders
• Performs basic teletype duties involving entry into CLETS/NCIC databases; responds to requests for warrant check; inquires, collects and enters information regarding private party impound and repossessed vehicles; may be required to maintain temporary control of minor children taken from unfit homes or adult offenders
• Researches, retrieves, and prints information contained within the automated Records Management System (RMS); monitors automated storage queue for incoming documents and processes according to priority, proofreading documents for accuracy and completeness
• Enters a variety of information from several different types of documents into the automated RMS; performs complex automated quality control verification that all system required information is entered into the RMS from police reports
• Memorizes codes and abbreviations for data entry
• Scans hard copy documents into automated RMS, indexing various fields and routing for electronic distribution to appropriate departments and agencies; files hard copy materials numerically into established filing system
• Maintains the confidentiality of all information assimilated and utilized on the job
• Reports to work as scheduled; may work a variety of schedules including evenings, weekends, and holidays as required
• Maintains a regular and consistent attendance record
• Performs other related duties as assigned

The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed.

Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes:

• City and Department policies and procedures
• Basic organization and operations of a police department
• Administrative and clerical practices which relate to filing, verifying, checking, and maintaining records
• Modern office procedures, methods, and equipment including computers standard Office software (Microsoft Office applications)
• Correct English usage, grammar and punctuation
• Legal terminology; code books; and Department manuals
• Federal and state codes for release of information/confidentiality
• CLETS users…