Police Records Technician

SUMMARY OR GENERAL

PURPOSE:

Performs a variety of technical and administrative duties in support of Police Department records operations. Reviews, processes, maintains, and distributes police records and related information in accordance with applicable laws, regulations, and departmental procedures. Provides customer service to community members, officers, City staff, and outside agencies while handling sensitive and confidential information. Work requires accuracy, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

The following duties are illustrative only and are not intended to be all inclusive:

• Provide exceptional customer service for community members and officers at the records counter and over the phone.
• Prepares and processes forms and other documents; make routine follow-up inquiries to assure proper and complete processing; establishes and maintains filing of original documents and other types of controlled records.
• Responsible for sealing and expunging official records as required by court orders.
• Receives all reports, summonses and a variety of other documents required by Department policies and procedures; reads and verifies accuracy and completeness of the information and assures that crime reports are appropriately classified and coded in conformance with the crime reporting system established by the Colorado Bureau of Investigation.
• Processes all incoming paperwork from other departments and divisions. Separates, copies, scans, and distributes completed paperwork to Courts, the District Attorney’s Office, and other agencies and divisions in compliance with Colorado Open Records Act.
• Performs advanced level Colorado Crime Information Center entries and assists with audits as needed.
• Enters National Incident Based Reporting System data into the Colorado Bureau of Investigation Terminal. Reviews police reports for accuracy, completeness, and compliance with the National Incident Based Reporting System.
• Picks up and drops off mail; sorts and distributes incoming mail as needed. Picks up pawn slips. Use of a department vehicle is available.
• Assists community members with various needs, such as copies of reports, and directs questions to appropriate personnel.
• Assists with fingerprinting services, answering telephone calls, taking messages, referring calls, and performs a variety of mathematical calculations.
• Assists officers and command staff as needed.
• Answers inquiries about data contained in reports, forms and records; explains departmental procedures.
• May serve as a Records Lead, as assigned.
• May provide general oversight and training related to processes, procedures, and equipment function and maintenance.
• Performs related work as required and assigned.

SUPERVISION RECEIVED:
Works under the direct supervision of the Police Records Supervisor.

SUPERVISION EXERCISED:
None.

KNOWLEDGE:
Knowledge of standard office practices and procedures; records management and filing practices;
English grammar, spelling, and punctuation; basic mathematical principles; and computer systems and software used for word processing, data entry, records management, and information retrieval. Ability to acquire and apply knowledge of law enforcement records practices, confidentiality requirements, records retention and release requirements, crime reporting standards, and applicable laws, regulations, policies, and procedures.

SKILL:
Skill in accurately reviewing, processing, entering, and maintaining detailed information and records; using computers, records management systems, and Microsoft Office applications; performing basic mathematical calculations; providing effective customer service; and…