Police Records Assistant Jobs (NOW HIRING)

Description

General Statement of DutiesPerforms advanced records and specialized technology work for the public safety functions in the Police Department.

Distinguishing Features of the ClassAn employee in this class typically performs customer service by answering questions and providing reports for the general public, serves as a DCI operator and may serve as a terminal agency coordinator/assistant terminal agency coordinator for the DCI system, maintains public safety records and training records, and serves as an administrator for a variety of specialized software programs for the department. Work includes setting up and removing employees from various software program access, tracking certifications, and troubleshooting various technology issues. The employee normally works a day shift but may fill in for others as needed. The employee may serve as the primary or backup front desk staff to handle and manage citizens and officers requests. Work requires frequent public contact requiring tact, firmness, and decisiveness; knowledge of public safety programs and activities; knowledge of specialized public safety technology; effective decision-making under emergency and stressful situations; and the ability to multitask. Work is performed in accordance with departmental policy and state and federal law, supplemented with specific directions from sworn personnel. The employee handles confidential information and is expected to handle it appropriately. Work is performed under regular supervision and is evaluated through observation, conferences, and the quality and effectiveness of work completed.
Duties & Responsibilities

Essential Duties & Tasks

• Answers telephone calls and secures information from a wide variety of individuals; provides routine answers and information based on the type of request; takes messages; refers non-routine or complex calls to appropriate personnel to respond.
• Serves as receptionist for the department; greets visitors at the office and provides information or directs them to others for assistance; uses radio to communicate with police officers to secure or provide the necessary information or request.
• Receives, screens, and routes documents and other materials to the appropriate individuals.
• Enters correct information onto forms, form letters, spreadsheets, and databases as necessary to fit varying situations; inputs data and information into the computer; makes copies of forms, documents, correspondence, or other records for files.
• Validates incident and accident reports; performs quality control on all incident reports; compiles IBR reports and sends them to the state; sends any accident reports with damage of $1000 or more to the DMV; tracks papers served and citations written with the Clerk of Court weekly; files law enforcement reports; provides copies to the public; keeps business contact information up to date.
• Administers user accounts, identifications, and passwords for new staff and removes exiting staff from a variety of specialized law enforcement software programs, including EWarrant, Brazos, RMS, and related programs.
• Serves as a DCI operator responsible for managing entries and responses to the DCI system during work hours; backs up other DCI operators during lunch and breaks; fills in for absent DCI operators on shifts; receives routine and emergency telephone calls and personal requests for assistance concerning crimes, accidents, or general information; and transfers calls to communications or officers.
• Serves as Terminal Agency Coordinator or Assistant Terminal Agency Coordinator for the DCI system; coordinates re-certifications and administers tests for modules; validates files for wanted persons and stolen property; conducts research to determine if persons have been found or stolen property returned; makes sure the DCI service agreement is active.
• Maintains a variety of records and reports, including police logs, often in specialized software; maintains warrant and subpoena files, etc.
• Maintains sensitive activity records and files; initiates appropriate follow-up or further action based on the status of program activity.
• Operates copy machine, fax machine, and other office equipment; assists others with operations; verifies faxed materials were received by recipients.

Additional Job Duties

• Backs up other staff as needed
• Performs other related duties as required

Requirements

Knowledge, Skills, & Abilities

• Considerable knowledge of onsite administration of a wide variety of specialized public safety technology, including RMS, DCI, E Warrant, E Citation, Brazos, and related programs, including the ability to set up user IDs and passwords and train and certify users.
• Considerable knowledge of office technology, including spreadsheets, word processing, databases, and related software.
• Considerable knowledge of NIBRS requirements, DCI operations, and requirements of the TAC.
• Considerable knowledge of the functions, practices, and procedures of public safety operations.
• Knowledge of the laws, regulations, confidentiality, and policies and procedures required in evidence handling and documentation, including chain of custody requirements.
• Knowledge of the physical layout of the town.
• Knowledge of state records retention laws and regulations.
• Skill in public contact, internal and external customer service excellence, tact, collaborative conflict resolution, teamwork, and multitasking.
• Ability to train and mentor other staff.
• Ability to enter data accurately and proof incident reports and other records and reports to ensure accuracy.
• Ability to accurately receive and clearly communicate information to supervisors, communications, and other staff.
• Ability to assess people and situations, to apply sound judgment, to remain calm under stressful conditions, and to elicit sufficient and essential information for dispatching and assisting field personnel.
• Ability to organize work for efficient and effective processing, set and follow effective work priorities, and meet established deadlines.
• Ability to work simultaneously on different calls with different agencies and staff.
• Ability to speak clearly and distinctly.
• Ability to set and follow effective work priorities and meet established deadlines.
• Ability to maintain accurate and complete work activity records and files, including operating computer terminals.
• Ability to maintain confidential information.
• Ability to be tactful and courteous in communicating information to customers and citizens.
• Ability to use judgment in organizing and establishing priorities and work assigned.

Physical Requirements

• Must be able to physically perform the basic life operational functions of stooping, reaching, lifting, fingering, grasping, talking, and hearing.
• Must be able to perform light work exerting up to 20 pounds of force occasionally; up to 10 pounds of force frequently; and a negligible amount of force constantly to move objects.
• Must possess the visual acuity to operate computer equipment and maintain and review manual written records.

Desirable Experience and Education

• An associates degree from an accredited institute, with coursework in office, technology, criminal justice or comparable area's of study, and considerable experience with public safety records management.
• DCI including public contact experience; or equivalent experience.

Special Requirement

• Complete a background investigation prior to hiring, which will include a criminal history check.
• Certification by the State of North Carolina as a DCI Operator in modules required by the Police Department.
• May require Notary Public.
• May require driver's license.
• Required to maintain confidential records and adhere to a confidentiality agreement.