Police Stenographer​/Transcriptionist

Job Description

The Police Stenographer/Transcriptionist performs administrative and clerical duties for the Detective’s Division of the Police Department. Responsibilities include typing and editing reports dictated by detectives and police officers, correcting errors, data entry for bookings, monitoring the call board, coordinating with dispatch when detectives are needed, answering phones, processing pawn reports, retrieving information from police computerized systems, researching records, and overseeing online crime reports from the local City database.

The role also involves responding to non-routine inquiries, explaining services, policies, procedures, and rationale for decisions. It requires the use of computer operations and specialized software to complete daily assignments. The work is performed under a designated supervisor, with latitude for independent judgment and initiative within the required procedures.

The position demands fast, efficient, and accurate customer service, excellent typing with grammar and spelling, strong communication, multitasking, and the ability to work efficiently under strict deadlines. Confidentiality is required. The job requires maintaining collaborative relationships with elected officials, City employees, organizations, and the general public. The office environment has a moderate noise level. Work schedule may vary. Some positions may require a valid Idaho Driver’s License.

• Type reports dictated by detectives and police officers, correctly entering property involvements and booking data; edit dictation as needed without changing content; follow up with officers for missing information; enter data in the Police Spillman system for NIBRS coding; distribute reports; check online reports; assign case numbers; complete relevant information.
• Enter booking information for criminal charges; process pawn reports and field interview cards; enter new information and update current records in the Spillman database, verifying accuracy of names, aliases, addresses, phone numbers, and other pertinent data.
• Dispatch detectives to burglary and felony calls; monitor detectives’ whereabouts; log and track calls; assign new cases; prepare data reports for distribution.
• Answer incoming phone calls; greet walk-in customers; provide general and specific information; explain procedures and offer referrals; receive and log online reports; prepare case files; run license plate checks, warrant checks, and other criminal record checks through NCIC, ILETS, DMV, and/or FBI.
• Provide clerical and administrative support to detectives; maintain accurate records, files, and documentation; assist in other areas of the Police Department; maintain strict confidentiality; cross-train and perform work of other administrative personnel as needed.
• Keep supervisor and others informed of work progress, high priority calls, potential problems, and suggestions for improvement; provide assistance and answers to the public.
• Perform other duties as assigned. Management may assign or reassign duties at any time.

• High school diploma or GED.
• At least two (2) years of customer service, clerical, and administrative experience, preferably in law enforcement.
• Successful completion of Police Department background check, CVSA, and drug screening (required).
• ILETS and NCIC certification is preferred.
• CPR certification is preferred.

• Police Department functions, procedures, policies, rules, and regulations, including civil rules and state civil processing laws.
• Customer service procedures and techniques.
• Legal documentation, terminology, and basic processes of the Court System and Prosecutor’s Office.
• Operation of a personal computer, job-related software, and specialized systems such as Spillman, NCIC, ILETS.
• Current office practices and procedures.
• Recordkeeping and bookkeeping practices.
• English grammar, spelling, punctuation, and composition.

• Maintain up-to-date knowledge of policy and procedures.
• Provide accurate answers to the public and department staff.
• Enter and…