Records Specialist

Description

Non-Exempt

Grade 3 to 5

POSITION OVERVIEW

Responsible for performing intermediate administrative support work in preparing, reporting, filing, and researching police records. Work is performed under general supervision. For reporting purposes, the immediate supervisor is the Police Operations Coordinator. Career progression into Police Department Operations Coordinator is optional.

Police Department Records Specialist position duties include, but are not limited to:

• Record Keeping: Collects/Organizes and maintains appropriate records, spreadsheets, and processes requests for reports.
• Police System Management: Responsible for entering, verifying and checking police reports, statistical data, criminal history checks, and ensuring completeness and accuracy at time of review.
• Police Reporting: Verifies statistical data and other records for accuracy. Keeps accountability record of reports delivered to Commonwealth Attorney’s office and Town Attorney
• Record Cash Management: Serves as a cashier for collecting record fees, receipt of payments; and other accounts as necessary for the police department.
• Recruiting & Hiring. Assists Human Capital and Command Staff with the department hiring process including background investigation, criminal records check, scheduling examinations, and onboarding.
• Administrative Support. Provide administrative support, such as answering telephone, photocopying, and other general assistance to department members as needed. Support departmental activities and manage workflow to ensure efficiency and productivity. Assists with the duties related to purchasing, managing, maintaining, and tracking inventory of the department's equipment and uniforms. Coordinate and attend police department-sponsored ceremonies and special events. Assists with maintaining the Town website, as directed by the Chief of Police.
• Additional Tasks: Assists as needed to accomplish a variety of reporting requirements in support of Police Operations Coordinator and the Chief of Police.

Requirements

EDUCATION & EXPERIENCE

Level I

Grade 3

Education - Any combination of education and experience equivalent to bachelor’s degree in business, public administration or a related field.

Experience - Any combination of education and experience equivalent to administrative experience.

Level II

Grade 4

Education - Any combination of education and experience equivalent to bachelor’s degree in business, public administration or a related field.

Experience - Minimum of two (2) years of experience in administration or customer service.

Level III

Grade 5

Education - Any combination of education and experience equivalent to bachelor’s degree in business, public administration or a related field.

Experience - Minimum of five (5) years of experience in administration or customer service.

CERTIFICATIONS / LICENSURES

All Levels

• Valid Virginia (VA) Driver's License - Must have upon hire. If relocating to VA, a valid VA drivers’ license is required to be obtained within 1 year from date of hire.
• VA Notary Public - Must have or must be able to obtain and maintain within six (6) months from date of hire

SUCCESS FRAMEWORK

The following list of knowledge, skills, and abilities have been identified by our team as building blocks towards efficiency and effectiveness in this position.

• General knowledge of the practices and procedures for preparing and maintaining Police records knowledge of Police records systems and entry, filing and retrieval procedures; ability to establish and maintain effective working relationships with associates and the public
• Ability to perform and organize work independently and operate standard office equipment
• Ability to enter, retrieve and update Police records using menu-driven Police records and computer…