Police Records Technician

Position Summary

Under the direction of the Civilian Services Administrator, supports the police department by performing clerical and technical duties related to the processing, maintenance, and retention of police records; engages in public contact both in person and by telephone.

Under general supervision, performs entry‑level professional duties such as preparing recurring reports and analyzing, interpreting, and summarizing data. Employees at this level initially work under close supervision while performing duties and learning the procedures related to the assigned area of responsibility.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Assists citizens in‑person or by telephone, email, or fax to submit or retrieve various types of requests including but not limited to arrest, offense, incident reports, accident reports, forms and citations, open records requests, warrants, affidavits and protective orders.
• Answers non‑emergency and general inquiry calls and complaints from citizens, transfers to appropriate personnel and/or requests Officer to create report.
• Gathers, sorts, numerically orders, and enters records and reports into an electronic document storage, management, and retrieval programs, and creates indexes as appropriate.
• Maintains a cash drawer and collects payment for services such as copies of police reports.
• Compiles deposit for fingerprint and report fees for the department.
• Processes records or validates accuracy of assigned record type, including but not limited to, Arrest, Offense, Juvenile, Accident, Criminal Trespass Warnings, and Citation.
• Processes interagency requests for reports and data, including requests from the District Attorney's Office, Child Protective Services, Probation and Parole, and other police agencies.
• Processes background checks, including verifying whether the person has a case on file and producing notarized documentation.
• Reviews offenses, arrests, accidents, and supplements to ensure NIBRS standards are met, and reports are complete, accurate, and comply with city, state, and national guidelines.
• Processes accident reports submitted to TXDOT.
• Gather data from files to aid in compiling a variety of reports, research cases, scan archived cases, request archived files, and make and distribute copies of reports.
• Assists with projects, assignments, and reports under the direction of the Administrator.
• Performs all other related duties as assigned.

High School Diploma or GED required.

One (1) year of customer service experience, administrative/clerical experience, or related field. Preferred experience working in a law enforcement agency/entity setting and NIBRS coding.

Notary Public, or the ability to obtain within 3 months. Ability to complete NIBRS training and demonstrate knowledge of the subject within 3 months of hire. Ability to obtain CJIS Level 2 access.

Must submit to and pass a police background check, pass a polygraph exam and submit to and pass a pre‑employment drug test. Must have acceptable credit history.

General office procedures and practices; rules and regulations related to public police record maintenance and storage; customer service methods and techniques; computers and related equipment; hardware and software to maintain multiple databases and spreadsheets.

Providing customer service to the public and other City personnel; resolving customer complaints and concerns, answering questions and relaying information to the appropriate parties; performing a variety of general office and clerical functions/tasks; acting discreetly; maintaining confidentiality; multitasking and working efficiently with multiple interruptions; using Microsoft Office, e‑mail, and the internet; entering, retrieving, copying, tracking, and storing records, files, and reports;

accepting responsibility…