Police Records Technician

Overview

Under general supervision, performs a variety of moderately complex clerical and secretarial duties for the City Police Department. Work involves using a variety of data entry equipment in updating and processing data files. Employee is also responsible for providing the general public with copies of criminal histories, accident and offense reports, etc., and collecting payment for same; preparing routine correspondence, reports, files, labels, etc.;

screening and independently handling a variety of routine inquiries by telephone and in person; and maintaining a variety of records and files. If assigned to Investigations, employee must be able to transcribe audio and video tapes into written format. Employee must exercise initiative and independent judgment in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public.

Reports to the Records Management Supervisor or, if assigned to Investigations, the Investigative Captain.

• Must be able to work shift work.
• Receives and responds to requests for copies of criminal histories, accident and offense reports; accepts payment for services and provides receipts.
• Answers telephone and greets visitors; receives inquiries and provides information based on detailed knowledge of department services, policies and procedures, or refers inquiries to appropriate personnel.
• Operates data entry equipment to access, review and/or process computer files such as criminal histories, stolen items, missing or wanted persons, license checks, traffic summons, arrest forms, interviews, etc.; prepares crime, accident, and cellsheet film; distributes developed and received printed photographs to Police Officers and Detectives; compares cellsheet information to photographs and attaches identifying names and numbers and files; maintains mug books.
• Researches incident base reports for case reports and cellsheet information; researches discrepancies.
• Monitors incoming messages from statewide computer system.
• Establishes and maintains a variety of files; retrieves files, folders and index cards.
• Prepares and transmits teletype messages and facsimiles, as necessary.
• Accepts payments for services; writes receipts, prepares deposits; reconciles cash receipts weekly.
• Processes chauffeur's license, parade permits, demonstration permits, solicitation permits, parking tickets, invoices, validations, and abandoned vehicles.
• May type materials from typed or handwritten copy or machine dictation, which requires use of a variety of complicated formats for preparing correspondence, reports, files, permits, labels, roll call sheets, witness lists, statements from crime victims, defendants, witnesses, and others, and manuscripts; assumes responsibility for correctness of spelling, punctuation, format and grammar; compiles paperwork and prepares records and copies.
• May type internal affairs investigations from tapes or statements.
• May order and maintain supplies for criminal investigative services and special investigative services.
• May process crime scene film to be sent to the lab for developing and records photos once developed and returned into ledger and forward to requesting officers; prepare negatives for file; research photo negatives when being requested for a subpoena of records.
• Processes and routes mail for department.
• May train new staff.
• Performs other related duties as required.

Graduation from high school including or supplemented by course work in secretarial sciences or business practices, and one to two years' experience in clerical and secretarial work
; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. If assigned to Investigations, requires previous experience or any equivalent combination of training and experience in transcription from video and/or audio tapes. Must hold Virginia Criminal Information Network (VCIN) certification or become certified within twelve (12) months of employment.

Must provide typing test result to show proof of at least 40 words per minute.

• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability to speak and/or signal people to convey or exchange information. Includes receiving assignments, instructions and/or directions from superiors.
• Ability to read a variety of reports, correspondence, forms, etc.
• Ability to prepare correspondence, reports, forms, teletype messages, etc. Must be able to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to plan work and develop procedures; to learn and/or evaluate complex information in order to make judgments and decisions. Must be able to make independent judgments in absence of supervision. Must be able to acquire knowledge of topics related to primary occupation.
• Ability to…