Police Services Representative - Records Technician

Job Summary

Under the supervision of the Police Support Services Commander and the Professional Standards Lieutenant, the employee will provide support to the public entering the department’s lobby and support other functions as of the department’s records section.

Duties and Responsibilities

• Assists walk-in customers by answering questions and concerns; refers to appropriate department staff or provides information regarding other jurisdictions and surrounding agencies.
• Fingerprints and photographs adults and juveniles per court orders; fingerprints public for various reasons.
• Processes various types of documents from the public, records requests, including impound forms, fingerprint forms, background packets, ride along applications, and subpoenas.
• Accountability of cash drawer and monies received from records releases, Vehicle Identification Number (VIN) verifications, and various other monetary transactions.
• Merges case reports, supplements, arrest reports, field incident reports, and incident reports in the Records Management System (RMS); to include correcting inaccurate information in order to complete the merger process.
• Researches and prepares all documentation requested by internal City departments, courts and outside law enforcement agencies to include incidents, case reports, and background checks following state statutes and agency policies and procedures.
• Enter incidents, citations, and traffic accident reports into Report Management System, to include researching incorrect information and ensuring only accurate information is placed into RMS. This includes Administrator access to Report Beam (accident information collection system) for correction of inaccurate information.
• Assist the public in obtaining copies of records through telephone and personal contact.
• Answers phone calls giving law enforcement, public and internal offices accurate and relevant information.
• Submission of all documentation to District Attorney’s (DA) Office in a timely manner, to include electronic Felony and Juvenile Filings through eDiscovery (DA data entry system).
• Adheres to all departmental directives, rules, and regulations to ensure compliance.
• Ensures timely delivery of summonses to the appropriate court for successful prosecution.
• Responsible for running driver history jackets for all municipal court traffic tickets.
• Maintain and review tow / impound reports to ensure timely entry into Colorado Crime Information Center (CCIC), as well as entry into RMS.
• Maintain case, supplemental, incident, and field interview reports, as well as summons and appropriate case attachments in Records Management System.
• Apply all applicable state laws, court decisions, and departmental rules and regulations regarding use and confidentiality of records.
• Assist the Body Worn Camera (BWC) technician with BWC requests and redactions for the district attorney’s office, public defender’s office, civil attorneys, insurance companies, outside law enforcement agencies, military, the public, and any other interested parties.
• Establishes and maintains effective working relationships with citizens and co-workers.
• Performs other duties and special projects as requested by supervisor.

Supervisor Duties

This position has no supervisory responsibilities but does work in a team environment that supports each other’s roles.

Employment Standards

City of Fountain employees must be 18 years of age or older. Certain positions have a reduced age requirement (15 years of age or older) but must provide a Colorado Department of Labor and Employment Age Certificate. Sworn positions with the Fountain Police Department have a minimum age of 21 years old. All employees with the City of Fountain must be authorized by the US Department of Homeland Security to work in the United States. The City of Fountain is a drug-free organization and employment candidates must successfully complete a pre-employment drug screen that includes screening for CBD, THC, Psilocybin, and other federally illegal drugs. Additionally, all employment with the City of Fountain is contingent upon the satisfactory completion of a criminal background check. Sworn and non-Sworn positions with the Fountain Police and Fire Departments may include a physical, a vision test, a computer voice stress analysis, and a psychological evaluation.

Work Environment

• Moderate noise within business office atmosphere with computers, printers, and moderate traffic.
• Duties are conducted primarily in an indoor environment. Maybe subjected to loud noise and vibration, atmospheric conditions including dust in poorly ventilated surroundings.
• This position has exposure to temperature and climate extremes and is exposed to loud sounds of firearms and sirens. Occasionally work is performed in emergency and stressful situations and the employee may be exposed to hearing alarms and hazards associated with crime and other emergency incidents, including smoke, noxious odors, fumes, chemical, liquid chemicals, solvents, and oils.
• The noise level in the work environment is usually quiet, except during crime and other emergency incidents when noise levels may be loud.
• There will be exposure to unedited Body Work Camera footage that will or may include violence, vulgar language, emergency situations, death, injuries, sex offense investigations, and other sensitive incidents associated with public safety investigations, responses, and scenes.

Qualifications

• A High School Diploma, G.E.D., or combination of skills and qualifications equivalent to a High School Diploma is required.
• Associates Degree or equivalent supplemented by specialized courses/training or work experience that is equivalent to the satisfactory completion of two years of college in Criminal Justice, Criminology, or closely related field is highly preferred.
• One (1) year of experience in administrative/clerical data entry and customer service experience or closely related experience is required.
• Two (2) or more years’ experience in administrative, data entry and customer service experience or closely related experience is highly preferred.
• Valid Colorado Driver’s License.
• Able to obtain Operator’s Security Number (OSN) with the Colorado Bureau of Investigations (CBI).
• Able to obtain Incident Command System (ICS) 100 and 700 certifications within 90 days of employment.
• Must not have any felony convictions or any misdemeanor convictions of moral turpitude that would prevent obtaining clearance from the CBI.

Required Capabilities

• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• To perform the essential job functions and to ensure the safety of themselves, their coworkers, and the public, employees must have the ability to regulate attention; to plan; to understand, remember, and apply information; to effectively interact with others; to concentrate and maintain pace; and to adapt or regulate one’s behavior.
• Ability to proficiently read, speak, and understand English. Proficiency in non-English languages is highly valued.
• Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Demonstrated strong verbal and written communication skills, analytical skills, statistical and mathematical abilities and interpersonal skills. Ability to read and interpret documents such as safety rules, operating maintenance instructions and procedure manuals. Ability to write complex reports and distill information for many audiences.
• This position requires close, distance and peripheral vision.
• Ability to hear an average conversational voice in a quiet room, using one or both ears, at a distance of six (6) feet. Ability to hear sounds and signals indicating work and safety necessities.
• This position requires standing, walking and sitting for periods of time. Utilization of hands and fingers to operate office computer keyboard and equipment required. Must be able to reach with hands and arms, and stoop, kneel or crouch if needed.
• Must be able to lift up to forty (40) pounds as needed and frequently lift up to fifteen (15) pounds.
• This position requires effective proficiency in the use of computer software and applications, office equipment, and professional telephone use. The ability to adequately type quickly with few to no errors is also very important. This position will often require multi-tasking in the use of computer, phone, and office equipment while interacting with clients. Candidates for this position may be required to take and pass technology proficiency assessments prior to employment.