Police Records and Communications Specialist

Grade 119: $68,588-$110,427

Be at the center of public safety operations for the Town of Vienna. The Police Records & Communications Specialist plays a vital role in supporting police officers, the public, and the department by coordinating emergency and non-emergency communications, managing critical police records and databases, and ensuring the accuracy, security, and integrity of information relied upon every day. From dispatch and VCIN/NCIC systems to records, reporting, and compliance, this position brings together strong communication skills, attention to detail, sound judgment, and a commitment to accuracy in a fast-paced public safety environment.

Monday through Friday 6:00 AM - 2:30 PM (Flexible)- Emergency and Night Hours Possible

All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test.

This is a Non-Exempt Position.

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Receives and processes emergency and non-emergency telephone calls; listens to and keeps contact with police officers on assignment; and provides appropriate assistance to callers.
• Monitors police radio and dispatches officers.
• Serves as VCIN/NCIC TAC. Manages VCIN/NCIC criminal computer system; enters people/vehicles/guns/articles into the national system; reviews all entries by other dispatchers; and maintains all records in the system, including monthly and tri-annual audits.
• Coordinate access and recertification to VCIN/NCIC system, assuring all VCIN operators in the department maintain current certification and receive necessary updates.
• Enters and maintains all warrants and protective orders.
• Enters and maintains CAD Alerts and Trespass Notices.
• Enters and maintains all parking tickets; provides monthly reports to finance department.
• Provides FOIA request fulfillment related to Records requests ensuring compliance with applicable laws, regulations, and departmental policies. Knowledge of Virginia Freedom of Information Act.
• Processes all court ordered expunctions of arrests and cases.
• Merge cases and submit I  to the state.
• Maintain confidentiality, security, and accuracy in all records, communications, and information handling activities.
• Ensure proper records retention, archiving, and destruction following approved schedules and legal mandates.
• Strong computer skills and familiarity with database systems, spreadsheets, and public safety software.
• May require shift work, including evenings, weekends, and holidays depending on departmental needs.
• Proficiency with data-entry standards, quality control procedures, and error-checking.

• Runs routine inquiry requests from officers, including criminal histories, driver licenses, vehicle registrations; sends both routine and emergency messages to other departments for officers.
• Notarizes documents as appropriate.
• Enters and maintains all arrests and court dispositions.
• Manages officers' court dates in Fairfax County's Court computer system.
• Tracks and reports State mandated data including but not limited to 988/Marcus Alert, LPR, Community-based policing, and I .
• Greets walk-in traffic at the front desk and provides information or reports as needed.
• Works as backup to Chief's Administrative Assistant as needed.
• Assists PIO with Highlights.
• Assists Records technician to complete Department tasks as needed.
• Train new dispatchers as needed.
• Collect data and Department statistics as needed.
• Performs related work as assigned.

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation.

Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information.

People include co-workers, workers in other areas or agencies and the general public.

Provides information, guidance or assistance to people that directly facilitates task accomplishment; may give instructions or assignments to…