Records Assistant

Salary: $4,216.00 - $4,880.55 Monthly
Location : Wenatchee, WA
Job Type: Regular Full-Time (Non-Exempt)
Job Number: 202200048
Department: Police
Division: Records
Opening Date: 12/08/2023
Closing Date: 1/1/2024 5:00 PM Pacific
Purpose
To outline essential job duties, qualification requirements and working conditions for the position of Records Assistant.
Essential Job Duties

• Performs a variety of basic police department records tasks including front counter customer assistance, cashiering and data processing. Responds to inquiries and requests in a timely manner.
• Answers telephone calls in a professional and tactful manner. Assists customers when possible or routes callers to appropriate staff or outside agency.
• Provides excellent internal and external customer service in support of Police Department business. Maintains positive relations with the public and coworkers.
• Receipts payments accepted at the Police Department, including payments for parking citations, infractions, red light camera citations, concealed pistol license fees, miscellaneous receipts and departmental transmittals.
• Performs data entry in multiple software programs for law enforcement record keeping and reporting.
• Communicates law enforcement information effectively in verbal and in written form such as: infraction or parking ticket information, concealed pistol license applications, hearing requests and area resource assistance.
• Prepares, compiles and disseminates a variety of reports and statistical data including documentation to insurance companies and police reports to the public.
• Performs fingerprinting services.
• Maintains and monitors teletype (TTY) communications and distributes to appropriate staff.
• Retrieves and processes daily mail and distributes appropriately within the department.
• Delivering daily deposits to the bank. Transmits information to the Finance Department.
• Conducts electronic searches or entries in the ACCESS system and local computers, including pawn sheets and criminal history information.
• Adheres to regulatory requirements and department policies and procedures.
• Organizes and maintains accurate databases, files, records and other documents.
• Maintains current desk procedures and tasks to explain position responsibilities.

Other job functions:

• Performs other duties or project assistance as assigned.

Qualification Requirements

• Must pass Civil Service testing, including an extensive police background investigation and polygraph.
• High school diploma or GED.
• One (1) year of full-time equivalent office clerical experience involving regular public interaction. Law enforcement agency support experience in criminal justice or other related function preferred.
• Bilingual, English and Spanish, language abilities desired.
• Must possess a current WA Driver License and meet abstract criteria set by the insurance provider.
• Must obtain the WA State Patrol ACCESS (A Central Computerized Enforcement Service System) II certification within six (6) months of hire and maintain throughout employment.

Requires knowledge of:

• The field of assignment sufficient to perform thoroughly and accurately the full scope of responsibility as illustrated by example in this job description.
• Safety and security hazards, precautions, standards, policies and procedures.
• Principals, procedures and practices of customer service, recordkeeping and clerical support.
• Applicable federal, state and local regulations, codes and ordinances. Washington State public disclosure laws (desired).
• Time management; Mathematics; English composition and grammar. Spanish composition and grammar preferred.
• Computer operation and software including Microsoft Office suite of products and databases. ACCESS preferred.

Requires the ability to:

• Ensure absolute confidentiality as required and sensitive information is handled appropriately.
• Consistently represent the City by maintaining a professional approach and demeanor in all activities.
• Provide excellent internal and external customer service. Maintain positive relations and deal effectively with the public. Respond to inquiries, complaints and service requests in a timely manner.
• Foster a positive and productive work environment. Take corrective action as needed.
• Establish and maintain team oriented working relationships inside and outside of the department.
• Support a strong culture of safety. Adhere to City policies and procedures. Report safety issues or concerns to management in a timely manner. Encourage others to behave in a safe manner.
• Understand and apply appropriate regulatory requirements, terminology, policies and procedures.
• Be attentive to detail and maintain a high degree of accuracy.
• Use tact, discretion, respect, persuasion, diplomacy and courtesy to gain cooperation of others and establish and maintain professional relationships and rapport with the public, elected officials, management, employees and representatives of other entities.
• Plan, organize, prioritize and coordinate work assignments. Work effectively in a multi-task environment with strict deadlines and constantly shifting priorities. Take appropriate initiative.
• Be mentally alert at all times and apply sound judgment and creative problem-solving skills to make reasoned, timely and consistent decisions. Facilitate effective problem resolution.
• Listen attentively and communicate effectively, both orally and in writing, with individuals and groups in clear, concise language appropriate for the purpose and parties addressed, including preparing reports, materials and correspondence.
• Understand and apply appropriately regulatory requirements, terminology, policies and procedures.
• Recommend ways to identify, improve and promote efficient systems and processes.
• Maintain current knowledge and adapt to new technologies, keeping technical skills up to date.
• Proficiently operate office equipment and perform Microsoft Office software functions including spreadsheet generation. Type accurately and proficiently.

Working Conditions

• Work is performed in an office or meeting room setting. Sits or stands for long periods.
• May attend meetings or perform duties outside of normal office hours and travel by car.
• Possibility of exposure to adverse or emotional circumstances; hostile individuals; abusive language; bodily fluids and other infectious materials; and graphic crime reports and photographs.

Requires the ability to:

• Use appropriate safety equipment and follow safety policies, practices and procedures.
• May occasionally lift and carry items weighing up to 25 pounds.

• Vacation leave will be earned at a rate of 10-hours per month and will be available for use upon successful completion of the initial review period.
• Sick leave will be earned at a rate of 8-hours per month.
• Annual Paid Holidays (1st year prorate): Eleven 8-hour designated holidays (11th holiday for AFSCME positions under MOU through 2025) + one 8-hour floating holiday.
• Medical/Dental/Vision plans. We have two health plans to choose from: 1) High Deductible Health Plan (the City pays 100% of the employee premium); or 2) $250 deductible plan (the City pays 90% of the employee premium). The High Deductible Plan includes a City contribution to a Health Savings Account (HSA) in the amount of $125/month for the employee or $250/month for the employee with dependents. The City pays 75% of dependent premiums under either plan.
• Membership in the WA State Public Employee Retirement System (PERS).
• Optional participation in a Section 457 Deferred Comp Plan with a City match up to 2% of base pay.
• $25,000 basic life/$25,000 AD&D insurance policy with premiums paid by the City on the employee's behalf.

01
Do you have a High School diploma or GED?

• Yes
• No

02
Do you have one (1) year of office clerical experience involving regular public interaction?

• Yes
• No

03
Do you possess a current and active WA State Driver License?

• Yes
• No

04
The City will require a full background investigation which may include criminal history, personal history, driving record and credit checks. Certain criminal convictions like felony convictions and specific misdemeanor convictions may preclude an individual from employment. Would you have an objection to this report?

• Yes
• No

05
If you do not have the education or experience specified in Questions #1-2 above, list the equivalent combination of education, training and experience that you believe provides you with the required skills, knowledge and abilities for this position.
06
Do you have law enforcement support experience in records, courts, dispatch, prosecutor or other related function (preferred, not required)?

• Yes
• No

07
Do you have Bilingual, English and Spanish, language abilities to effectively communicate in both languages orally and in writing (desired, not required)?

• Yes
• No

08
Do you have a Washington State Patrol ACCESS certification and/or experience (required within 6 months)?

• Yes
• No

09
What interests you most about being a Records Assistant for the City of Wenatchee Police Department?
10
Describe your public relations, customer service, money handling and related law enforcement experience.
11
Describe your computer experience. Please list the law enforcement related programs and Microsoft Office Suite programs/software systems you have used, what you use each program for and your level of proficiency with each program.
Required Question