Police Records Specialist

YOUR FUTURE BEGINS HERE! Join one of the fastest-growing cities in Arizona and the youngest in Yuma County!

Under general supervision, maintains law enforcement records and files, processes officer reports, enters data into secured databases and distributes police reports according to established procedures; and performs related administrative and office support duties in the Police Department.

• Perform clerical and administrative duties in accordance with SLPD policies and procedures.
• Perform data entry into automated information systems, update records, locate and retrieve files or documents, and perform routine file maintenance.
• Review reports and redact confidential information; enter and validate reports and information into Arizona/National Crime Information Centers (ACIC/NCIC) databases.
• Check and complete records, forms, and other documents.
• Maintain files of reports, citations, and booking records.
• Prepare traffic citations and police reports routing them to the appropriate court.
• Answer single or multi-line phones, respond to routine requests for information, and resolve routine inquiries.
• Provide information, instructions, and assistance to the public and others having business with SLPD; assist customers with requests, applications, government forms and other documents.
• Communicate with other agencies regarding police records, victims' rights, consent forms, or other areas as directed.
• Transcribe letters, police records, police reports, complaints, interviews, and other statements from tapes.
• Translate from Spanish/English forms, witness statements, interviews, letters, and other documents.
• Compile figures and data for monthly or summary reports.
• Maintain schedules of meetings, events, subpoenas, and hearings for police personnel.
• Retrieve, sort, and distribute incoming mail and faxes.
• Type routine correspondence.
• Perform other related duties as assigned.

• City organization, operations, policies, and procedures
• Applicable state and federal rules and regulations, governing law enforcement records management
• Procedures of the management of official documents
• Principles of record keeping and records management
• Data entry and verification procedures.
• Standard office practices, procedures, and equipment.
• Business English, spelling, grammar, punctuation, and composition.

• Maintain accurate records in compliance with SLPD procedures.
• Deal tactfully and courteously with individuals seeking information about SLPD activities.
• Use automated information systems to develop and maintain data and produce documents.
• Utilize judgment and discretion to make decisions.
• Communicate effectively, both orally and in writing.
• Research and compile information and prepare correspondence and reports.
• Maintain confidentiality of sensitive information.
• Type 35 wpm proficiently.
• Work overtime and shift work including days, evenings, nights, weekends, and holidays to maintain 24-hour coverage of the Records Section.

• High School Diploma or General Educational Development (GED) equivalent.
• One (1) year of progressively responsible experience performing office support work, or an equivalent combination of training, education, and experience.

• A valid Arizona Driver’s License at the time of application and must be maintained throughout employment.
• Obtain ACJIS and NCIC Certifications within six (6) months of employment.

• Bilingual in Spanish
• San Luis Residency

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee is frequently required to lift to 20 pounds unaided. Specific vision abilities required for this job include close vision and the ability to adjust focus.

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.

May require after…