Police Records Specialist

Overview

The City of La Crosse is seeking to hire a full-time Police Records Specialist to become an essential member of the Police Department. The purpose of confidential positions in this classification is to enter, distribute and maintain police records; enter, manage and maintain police parking utility records; review, redact and fulfill open records requests; and perform other clerical and customer service duties as assigned.

Incumbents in this classification perform confidential police related clerical tasks, information collection and distribution, compile and maintain records and account information, calculate/process and maintain customer billing and related account information, customer service related to police enforcement, data entry of police reports and citations, and direct communication with law enforcement reference citizen complaints/reports. The work is performed under the supervision of the Police Records Manager.

Starting wage for this non-exempt position is $24.07 per hour with the potential to earn more depending on qualifications (75 hours bi-weekly).

• Maintains Confidentiality and handles sensitive information from police reports and public contacts.
• Assists the public with department public records.
• Separates, photocopies and distributes reports to appropriate personnel and agencies per WI Open Records Law; faxes materials as needed.
• Enters service call data and information from reports, including stolen vehicles, property, warrants, arrests, and citations into computer records.
• Prepares reports (e.g., UCR, officer injury, sexual assault, arson) from compiled department records and forms; prepares graphs.
• Types a variety of materials and may compose routine correspondence.
• Performs payroll related tasks for the department when required.
• Sorts and files forms, reports and other documents.
• Performs online validations for NCIC on stolen property and missing persons.
• Prints criminal histories and other materials from computer records.
• Contacts license applicants and the public to gather information for license approval, and to obtain information regarding lost/stolen property and other records.
• Produces IDs for city employees, cab drivers, solicitors and others as needed.
• Compiles monthly/quarterly billing and account information for parking utilities; coordinates with outside businesses for monthly permit updates; processes delinquent notices; suspends/releases suspended permits.
• Generates/calculates special event invoices and monthly invoices for funds from various parking programs.
• Prepares monthly refunds lists for the Finance Department.
• Enters daily parking citation payments, manages suspensions with the WI DMV, and distributes daily reports to the WI DMV.
• Handles customer payments in person and by mail for parking citations, permits, record requests, and fingerprint charges; closes out daily financial batch.
• Monitors accounts receivable and accounts payable activity.
• Responds to telephone and in-person inquiries/complaints regarding citations and permits; provides information on parking policies, procedures, and ordinances; researches billing questions and adjusts invoices as needed.
• Prepares, audits, and maintains information for ramp permits; manages delinquent boot/impound processes with the appropriate departments.
• Contacts lien holders for non-compliant vehicle owners to arrange payment and pickup; assists with payment plans and follow-up on monthly payments.
• Sends notices to parking citation holders and other program reminders; attends monthly parking meetings and program-related meetings.
• Coordinates with the legal department to verify collection information and fund retrieval on citations in collections.
• Performs copying/duplicating media from evidence; creates retired carry IDs for retired officers.
• Uses Open Records systems to assist customers; maintains body-worn camera and recording systems, including red actions and customer viewing guidance.
• Works with in-squad and interview room recording systems to view/copy police recordings for the public, attorneys and media.
• Compiles billing and account information for residential, business and monitoring alarm programs; prepares delinquent notices and maintains records.
• Maintains regular and predictable on-site attendance.

• Distributes mail; performs public reception tasks; provides routine information and routes calls; directs visitors.
• Monitors and orders office supplies; assists with training and cross-training; archives documents for electronic retention; scans police reports into the system.

• Associate Degree, or three to five years of progressively responsible clerical experience, with a moderate proficiency in utilizing various computer applications.
• Ability to demonstrate effective communications skills and exercise judgment with confidential information.
• Must pass a criminal background check.

• Language Ability and…