Police Records Technician

Description

Provides clerical and customer service support and processes a variety of complex, specialized clerical and technical duties involving, transcription of a variety of Police Records and reports, receives, enters, researches and assimilates data into a Police Records management system and numerous law enforcement data bases, performs a variety of related duties involved in the maintenance of public, private, confidential Police Records according to the Minnesota Data Practices Act and state retention schedule.

Examples of Duties

• Performs receptionist duties including but not limited to the following activities: receives and screening of visitors, answers telephone calls and assists the public by telephone and in person at the front counter; collects fees for license/reports, etc., responds to questions regarding department procedures for the public; and transmits records to authorized agencies as required.
• Establish and maintain excellent public relations with the public, city personnel, city departments and other agencies; responds courteously to inquiries, provides information within scope of responsibility, and refers calls as appropriate to other parties; may independently handle situations that may occur with irate persons either by telephone or personal contact.
• Performs a variety of general administrative tasks, such as sending/receiving and processing incoming mail, e-mail correspondence, maintains/orders police forms and office supplies for the police department.
• Maintain and process files/program to monitor on-street temporary and seasonal parking permits, collecting applicable fees.
• Enter transactions into the finance system. Compile weekly report on activity.
• Process and report false alarm activity, and notifications, animal impounds, and collect applicable fees.
• Enter, retrieve and maintain the integrity of data in city, local, state and federal law enforcement databases that provide information for criminal activity, management of records, statistical reports, special searches, and compiles reports and information requests as needed.
• Conducts a variety of background checks; city employment, gun permits, tobacco, solicitor and liquor license, etc. from a variety of law enforcement data bases.
• Receive and review incident complaints, in-custody and arrest reports according to violation type and any other pertinent information pursuant to applicable state statutes, state and federal reporting systems.
• Transcribes police case narratives, statements, correspondence, reports, etc. from voice recordings, direct dictation or drafts, which are utilized for investigation and prosecution purposes.
• Ensures proper management of permit and licensing documents, POR, arrest and fingerprint records, warrants, police reports, and related documents in accordance with departmental standards and legal requirements.
• Monitor and aid in the fingerprint prevention and resolution of fingerprint suspense files involving court dispositions, identifier mismatch or a lack of fingerprint submission for our agency.
• Maintains, enters, updates and cancels required data into the MNCIS/NCIC System (Hot Files), processing monthly validations. Conducts criminal history, driver license, motor vehicle registration queries in MNCIS/NCIC data base, as required by Criminal Justice Information System procedures and policy.
• Completes public requests for release of Police Records and documents in accordance with MN Data Practices, utilizing knowledge and release of law enforcement information following state, federal and local laws, maintain confidentiality of records.
• Review, scan, index, verify a variety of records/reports accurately attaching to case files into the Police Records management system and Laserfiche.
• Provide technical and clerical support for patrol, investigations, administrative divisions of the police department and all other city departments.
• Use sound judgement in following applying pertinent laws, regulations, policies and procedures.
• Read, understand, and review documents for accuracy and relevant information.
• Participate as part of a department team or committee in problem solving assignments.
• Performs related duties and responsibilities as assigned.

Typical Qualifications

• High school degree or equivalent
• Two years responsible clerical experience.
• Must be able to accurately type 50 words per minute
• Two years’ experience working with spreadsheet and word processing Windows based software applications
• Must be able to pass and maintain State of MN BCA CJIS terminal operator certification within six months of employment, and recertification every two years.
• Must pass a background check.

• Business school graduate
• Computer experience including working knowledge of Excel, Microsoft Word, DOS and LOGIS
• Clerical experience in a law enforcement environment

Knowledge, Skills and Abilities

Communications: Must have the ability to communicate effectively and courteously with the public and staff in person and on the telephone. Must have the ability to actively listen to others for understanding of their needs and situations. Ability to speak and write English clearly. Ability to read and understand instructions and directives. Must have the ability to record names, facts, numbers, and information accurately. Must be able to assertively control conversations in order to quickly and accurately gather pertinent information and be able to communicate this information professionally and precisely to the proper recipient. Must be able to effectively represent the organization, department, and its operation to the management and public.
Decision Making: Must act in a decisive manner, using good judgment. Must be able to assess problems and situations, anticipate needs, and evaluate alternatives.
Interpersonal Relationships: Must be consistent in dealing with people. Must be sensitive to others’ problems and concerns without direct involvement. Must exclude personal biases from work performance. Must have the ability to accept criticism and/or discipline. Must have tact and diplomacy. Must strive to promote a cooperative atmosphere in the department and work closely with team members. Must be willing to assist others and share information as needed.
Professional Attitude: Must have commitment to the organization. Ability to maintain confidentiality on department related items. Willingness to take initiative and show dependability. Must exhibit maturity in relationships with others. Must exhibit a willingness to be trained in functions of the job. Must represent the organization to other agencies, staff, and citizens with a courteous, helpful, accurate and business-like attitude in all telephone and personal contact.
Quality of Work: Must be able to produce quality, accurate work as set forth in job standards/expectations. Must be able to detect and correct errors. Must be able to utilize work time properly and productively. Must be able to creatively adjust time use and structure to accommodate a changing workload or deadline. Ability to provide customers with accurate and timely information. Ability to use the computer for word processing, spread sheets and database packages and other various computer packages as assigned. Ability to keep accurate records, to assemble and organize data, and prepare standard reports from such records. Ability to work independently on a wide variety of projects and assignments with general guidance and supervision. Ability to handle multiple tasks confidently and with minimum error.
Technical Knowledge: Must maintain CJRS and CJIS “Hot File” certification.
PHYSICAL REQUIREMENTS
This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, reaching with hands and arms and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).