Records Technician

Job Description

Position Title:

Records Technician

This classification is reserved for incumbents whose position is covered by the contract of a recognized collective bargaining unit. Working under the general supervision of the Records Program Manager and Shift Supervisors, incumbent processes, reviews and gathers police information from a variety of handwritten documents, electronic storage and mobile data devices. Enters and reviews data in automated Records Management Systems (RMS).

Researches and retrieves information in response to request for service from department employees, other agency personnel and the general public, including GRAMA records requests. Maintains files via Bureau of Criminal Identification, along with special assignments and a variety of technical duties required to provide more complex police information and support services to department employees, law enforcement agencies, criminal prosecutors, judicial agencies, and the general public.

This is a specialized and responsible position requiring independent judgment, effective decision making, frequently interacts with other employees and the general public, and requires the ability to maintain confidentiality.

• Receives and processes telephone, electronic, and walk-in inquiries for service from department employees, other agency personnel and the general public by phone or in person. Uses knowledge of the Records Management System (RMS) and operation procedures to research, collect or retrieve information to respond to inquiries. Safeguards police records and ensures that any data is disseminated in accordance with policy, statutes and law.
• Provides no trespass signs, clearance letters and police reports. Releases police information in response to subpoenas. Processes and completes expungement requests. Assists in preparation and submission of the monthly National Incident
  - Based Reporting System (NIBRS) report for our agency.
• From handwritten documents and electronic devices, enters and/or processes police reports, events, and associated records and documents into the automated Records Management System (RMS). Verifies and appends all associated police reports/documents, property reports, arrest bookings, and citations to the appropriate reports. Operates computers and specialized office equipment.
• Provides information and referrals as necessary in response to queries or complaints from the public and other agencies. Processes and maintains specific GRAMA (Government Records Access and Management Act) requests to the appropriate division or staff members in order to provide the proper information to the requestor.
• Receives payments, handles money, issues receipts, and keeps accurate records of transactions. May assist at the Service Window collecting fees, issuing  and fingerprinting for both public and city employees.
• Reviews all entry components in the Records Management System (RMS) for accuracy and quality control.
• Receives and processes various types of reports and requests for services from divisional, departmental, law enforcement, prosecutorial and judicial employees well and the general public.
• Receives and acts on the National Law Enforcement Telecommunications System (NLETS) and Teletype messages and requests. Composes written responses to teletypes to acknowledge receipt or to notify the sender of action taken. Reviews all National Crime Information Center (NCIC) to ensure accuracy and quality control, including Validations; makes entries, modifications and removes information pertaining to missing persons, stolen vehicles/articles/guns and wanted persons on NCIC.
  
  Adheres to all requirements by BCI in order to maintain access to NLETS and NCIC.
• May serve on divisional and departmental committees as a representative of the Records Unit.
• Sorts and distributes mail and drives a City or Department vehicle to deliver and receive mail/paperwork from other city/county offices.
• Performs other duties as assigned.

• Graduation from high school or equivalency
• Ability to obtain and maintain, within six months of hire, certification on Utah Criminal Justice Information System (UCJIS) files and successfully…