Police Records Associate

City of Quincy

Job Description

Department: Police - Civilian

Division: Administration

Job Title Records Typist/Word Processor

Labor Grade: 7

Shift: 6:00-2:30 pm

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  Duties, Responsibilities, and Tasks

• Shall assist the Central Records Supervisor in his/her duties as required.
Shall enter all required information, including I-UCR and NIBRS information, into the RMS (Records Management System) computer system for police reports and statistical reporting.

Shall type Quincy Police Department reports, memos, correspondence, and other related reports as needed by the Department.

Shall take Teleserve report information from persons by telephone and in person and complete all necessary reports and forms.

Shall make copies of accident reports or various other police reports when requested by police personnel, the public, or insurance companies and shall collect all appropriate fees for this service.

Shall assist in the dissemination of criminal history records and shall ensure that the department remains in compliance with the Federal Privacy and Security Act.

Shall assist in maintaining a complete and accurate file of all complaints of crime known to the department and will retrieve records from the file upon request.

Shall attend seminars, meetings, and training sessions, including, but not limited to CPR/AED training, LEADS training, and UCR training, and be able to pass the required tests.

Assumes responsibility for the accounting and condition of all department equipment and property issued for and/or assigned to his/her use.

Shall maintain a pleasant, courteous, and dignified manner when communicating with the public or other departmental personnel.

Shall treat superior officers with respect and use the supervisor's correct rank when addressing them.

Shall perform such other duties as may be required for the efficient operation of the department.

Shall maintain the confidentiality of departmental reports and records.

• Working Conditions

Works in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, and the like.

Work requires exposure to persons known or suspected to be dangerous.

While much of the work is sedentary and involves sitting, some responsibilities may call for elevated levels of physically demanding and strenuous activity. These conditions require exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Also, lifts and stacks 1 cu. ft. boxes of documents, such as reports, citations, copy machine paper, etc., weighing 35-50 lbs.

Mental and visual ability typical of clerical, administrative, and computer knowledge. Minimum visual standard (corrected to 20/20) needed for preparing data, extensive reading, or visual inspection. Must be able to perform basic math calculations, count, add, subtract, divide, and multiply. Memory skills required in dealing with numerous repetitive facts. Capable of understanding instructions and reading notices, forms, schedules, and other documents.

Tasks require walking (including stairs), finger dexterity, opening and closing drawers, talking, and driving a car. Requires an individual to speak clearly and have normal hearing (hearing corrected to within a normal audible range) for direct and telephone contact with vendors, the public, and other employees and for listening to audiocassette tapes for transcription purposes. Typing and computer work requires sufficient manual dexterity to type at a speed of 45 wpm.

III. Materials and Equipment Used:

• Personal Computer

• General office equipment (copier, calculator, typewriter, fax machine)

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  Job Requirements

Possession of a valid driver's license is necessary.

Must be able to pass a criminal background investigation.

• Desirable Knowledge, Abilities, and Skills

Oral and written communication ability equivalent to that normally acquired through a high school education.

Records keeping, report preparation, filing methods, and records management techniques.

Applicable state, federal, and local laws, and department rules and regulations.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Standard business arithmetic, including percentages and decimals.

Basic accounting principles and practices.

General office procedure, as well as basic knowledge of computer and other general office equipment.

Proficient and accurate data entry sufficient to perform assignments in an efficient and effective manner.

Must be able to correctly alphabetize written material for filing purposes.

Nothing in this section shall be construed as limiting the authority of the Chief of Police, and/or a superior officer, from assigning such functions or responsibilities as are necessary to establish and maintain maximum departmental efficiency and effectiveness.