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Form of workSalary: $17.50 Hourly
Location : Boise, ID
Job Type: Full Time Regular
Job Number: 23 -06591
Department: Police
Division: Public Information
Opening Date: 02/27/2024
Closing Date: 3/20/2024 12:00 PM Mountain
Summary Statement
The Public Records Admin Specialist Sr processes various Public Records requests for, but not limited to, traffic accidents, citations, and criminal investigations for the Boise Police Department. The Public Records Admin Specialist will correspond with parties requesting Public Records, prepare written cost estimates in connection with Public Records requests, manage sizable, complex, and routine Public Records requests, identify confidential, exempt, and sensitive information within responsive records, and coordinate redaction of said records, and assist walk-in customers with a variety of requests. Work is performed under general supervision.
Please include a cover letter and resume with the application.
The Ideal Candidate Will:
Essential Functions
Performs in a team environment to accomplish a variety of functions associated with the records unit. Processes Public Records requests (PRR) from the public, prosecutor's office, and courts for audio, video, written report, photo, crime statistics, officer training, and certification records, along with general police department information. Logs PRR, researches record using various computer applications, uses microfilm machine to access older records, edits and redacts information as necessary following the Idaho State Public Records Law 9-335 through 9-350 and 74-101 through 74-126, calculates costs, writes response letters, forwards information to attorney, makes corrections as necessary, copies, sends response/information to requesting party, and files records. (80%)
Provides customer service to the public by assisting with Police, Fire and City Hall West inquiries. Provides information and/or directs inquiries to appropriate agencies. Greets customers at the front counter directs inquiries to appropriate entities and provides assistance as needed. Logs visitors and provides and tracks visitor badges. Accepts payments for Utility Billing, Parking Tickets, and Public Records Requests. Assists the public with requests for Dispatch along with receiving and processing walk-in accident. Accepts lost and found property/evidence and forwards to Ada County Property Division. Monitors pharmaceutical disposal by unlocking the box and allowing citizens to properly dispose of allowed pharmaceuticals.
Greets and provides information to citizens on ride-a-longs. Assists the public with bicycle registrations. Ensures emergency protocols for the foyer panic room and hard interview room, are followed. Balances cash drawer at the end of the day. (10%)
Performs archiving duties for the Department including data entry into the City archiving software, interpreting retention schedules, sorting and archiving of evidence (10%)
Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. Total Percentage = 100%
Requirements
Required Knowledge, Experience, And Training
Two-years administrative support or customer service experience, as well as a high school diploma or GED.
Working knowledge of best customer service practices; telephone etiquette; the functions of law enforcement; and MS Office applications.
Ability to learn database applications and use basic computer skills for data entry, searches and basic queries; use effective communication skills; use excellent time management, task prioritization and multi-tasking skills; communicate with people in a diplomatic and professional manner to identify their needs; work alone or as a team member; display an attitude of cooperation and work harmoniously with all levels of city employees, the general public and other organizations; communicate effectively in the English language at a level necessary for efficient job performance; complete assignments in a timely fashion; understand and comply with all rules, policies and regulations; maintain prompt and regular attendance; perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.
Preferred Knowledge, Experience, And Training
Five years of progressively responsible experience performing administrative and/or operational support duties in a law enforcement setting. Working knowledge of the Idaho Public Records law Idaho State Code §9-335 through 9-350. Working knowledge of Law Enforcement systems; law enforcement verbiage and procedures; laws governing the release of public information, such as law enforcement records.
Special Requirements
Applicants must be able to pass:
City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
Criminal Justice Information System background check (CJIS)
Working Conditions
The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Efforts
While performing the duties of this job the employee is occasionally lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk and hear. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, reach and grasp. Position requires hand/finger dexterity.
Working Environment
The work environment will include inside conditions.
Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.
Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.
Healthcare:
01
Please select which answer best describes your highest level of education.
02
Please select which answer best describes your administrative support or customer service experience.
03
Marijuana: If you have ever used any of this substance, please provide date(s) (Mo/Yr) of the last time you used it, and any other relevant information.
04
Illegal Drugs: If you have ever used any of this substance, please provide date(s) (Mo/Yr) of the last time you used it, what type of substance and any other relevant information.
05
Prescriptions: If you have ever misused or abused any of this substance, please provide date(s) (Mo/Yr) of the last time you used it, what type of substance and any other relevant information.
Required Question
Location : Boise, ID
Job Type: Full Time Regular
Job Number: 23 -06591
Department: Police
Division: Public Information
Opening Date: 02/27/2024
Closing Date: 3/20/2024 12:00 PM Mountain
Summary Statement
The Public Records Admin Specialist Sr processes various Public Records requests for, but not limited to, traffic accidents, citations, and criminal investigations for the Boise Police Department. The Public Records Admin Specialist will correspond with parties requesting Public Records, prepare written cost estimates in connection with Public Records requests, manage sizable, complex, and routine Public Records requests, identify confidential, exempt, and sensitive information within responsive records, and coordinate redaction of said records, and assist walk-in customers with a variety of requests. Work is performed under general supervision.
Please include a cover letter and resume with the application.
The Ideal Candidate Will:
- Maintain confidentiality in dealing with highly sensitive information
- Have a passion for research and ability to organize various forms of media including but not limited to print, audio and visual.
- Possess excellent verbal and written communication skills.
- Ability to multi-task, problem solve, quickly adapt, and be process-oriented with high attention to detail.
- An empathetic and compassionate customer service approach to contact with the public as you may handle the information you find sensitive or personally offensive.
- With received training and on-the-job experience, obtain a functional knowledge of the state codes and department and city policies pertaining to Public Records releases
- Ability to review documents for accuracy, completeness, and compliance, compile data and information for reports, compose letters and memoranda, and explain policies and procedures.
- Ability to form and maintain professional relationships with internal and external stakeholders
- Be comfortable working in a high-volume environment with time-sensitive deadlines and possess the ability to handle multiple competing priorities, organize and manage workload, and make decisions necessary to respond in an expeditious manner.
- Work well within a team environment but also enjoy independent judgment to accomplish tasks once training is completed
Essential Functions
Performs in a team environment to accomplish a variety of functions associated with the records unit. Processes Public Records requests (PRR) from the public, prosecutor's office, and courts for audio, video, written report, photo, crime statistics, officer training, and certification records, along with general police department information. Logs PRR, researches record using various computer applications, uses microfilm machine to access older records, edits and redacts information as necessary following the Idaho State Public Records Law 9-335 through 9-350 and 74-101 through 74-126, calculates costs, writes response letters, forwards information to attorney, makes corrections as necessary, copies, sends response/information to requesting party, and files records. (80%)
Provides customer service to the public by assisting with Police, Fire and City Hall West inquiries. Provides information and/or directs inquiries to appropriate agencies. Greets customers at the front counter directs inquiries to appropriate entities and provides assistance as needed. Logs visitors and provides and tracks visitor badges. Accepts payments for Utility Billing, Parking Tickets, and Public Records Requests. Assists the public with requests for Dispatch along with receiving and processing walk-in accident. Accepts lost and found property/evidence and forwards to Ada County Property Division. Monitors pharmaceutical disposal by unlocking the box and allowing citizens to properly dispose of allowed pharmaceuticals.
Greets and provides information to citizens on ride-a-longs. Assists the public with bicycle registrations. Ensures emergency protocols for the foyer panic room and hard interview room, are followed. Balances cash drawer at the end of the day. (10%)
Performs archiving duties for the Department including data entry into the City archiving software, interpreting retention schedules, sorting and archiving of evidence (10%)
Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. Total Percentage = 100%
Requirements
Required Knowledge, Experience, And Training
Two-years administrative support or customer service experience, as well as a high school diploma or GED.
Working knowledge of best customer service practices; telephone etiquette; the functions of law enforcement; and MS Office applications.
Ability to learn database applications and use basic computer skills for data entry, searches and basic queries; use effective communication skills; use excellent time management, task prioritization and multi-tasking skills; communicate with people in a diplomatic and professional manner to identify their needs; work alone or as a team member; display an attitude of cooperation and work harmoniously with all levels of city employees, the general public and other organizations; communicate effectively in the English language at a level necessary for efficient job performance; complete assignments in a timely fashion; understand and comply with all rules, policies and regulations; maintain prompt and regular attendance; perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without a reasonable accommodation.
Preferred Knowledge, Experience, And Training
Five years of progressively responsible experience performing administrative and/or operational support duties in a law enforcement setting. Working knowledge of the Idaho Public Records law Idaho State Code §9-335 through 9-350. Working knowledge of Law Enforcement systems; law enforcement verbiage and procedures; laws governing the release of public information, such as law enforcement records.
Special Requirements
Applicants must be able to pass:
City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
Criminal Justice Information System background check (CJIS)
Working Conditions
The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Efforts
While performing the duties of this job the employee is occasionally lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk and hear. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, reach and grasp. Position requires hand/finger dexterity.
Working Environment
The work environment will include inside conditions.
Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.
Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.
Healthcare:
- ZERO premium medical coverage option for you and your family
- Low-cost dental and vision options.
- Post-employment health savings account.
- PERSI retirement benefits
- 401(k) or 457b pre-tax investment options with employer match.
- 457b Roth after-tax investment options with no match
- Up to $500 cash per year for participants.
- Alternative transportation incentives.
- 10 hours of vacation per month, and this increases the longer you stay with the City
- 12 paid holidays every year
- 8 hours of sick leave per month
- 10 weeks Parental Leave
- Basic Life insurance at no cost to you
- Long Term Disability insurance at no cost to you
- Pre-tax Flexible Spending Accounts
- Supplemental Life Insurance
- Supplemental Disability Insurance
- Tuition reimbursement
- Free local bus pass
- Corporate discount programs
- AFLAC
- Employee Assistance Program for short-term counseling on work, family, finances, and personal issues.
01
Please select which answer best describes your highest level of education.
- N/A
- High School Diploma or GED
- Some College
- Associate's Degree
- Bachelor's Degree
02
Please select which answer best describes your administrative support or customer service experience.
- Less than 2 years of experience
- 2 - 3 years of experience
- More than 3 years of experience
- No related experience
03
Marijuana: If you have ever used any of this substance, please provide date(s) (Mo/Yr) of the last time you used it, and any other relevant information.
04
Illegal Drugs: If you have ever used any of this substance, please provide date(s) (Mo/Yr) of the last time you used it, what type of substance and any other relevant information.
05
Prescriptions: If you have ever misused or abused any of this substance, please provide date(s) (Mo/Yr) of the last time you used it, what type of substance and any other relevant information.
Required Question
