Police Records Specialist (Part-Time)

Scope of Role

Performs customer service, data processing, record-keeping, and administrative support duties in the Police Department.

Performs customer service by answering questions and providing reports for the general public, by telephone and in person, securing information, and routing calls to appropriate personnel. Work also includes researching computer records and providing information to officers, data-entry in records system, record-keeping, typing correspondence, and the collection of fees. The employee is expected to have a general understanding of the Police Department’s services to respond to routine inquiries but typically refers non-routine or complex inquiries to others for response. Specific oral and/or written instructions and/or manuals are available to apply to most work situations; some independent decisions are made in referral of telephone calls. Work includes the use of a computer for data entry and some word processing. The employee handles confidential information and is expected to handle it appropriately. Work is performed under the supervision of a Police Records Supervisor and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

Essential Duties

• Receives, catalogs and stores evidence and found property; maintains custody and control of all evidence and found property and the associated records, which includes, but is not limited to currency, firearms and narcotics.
• 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 Department; greets visitors at the office and provides information or directs 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; responds to officers’ requests for information; may serve as the TAC Coordinator for DCI.
• Maintains accurate records; creates and maintains alphabetical, numerical and/or subject files on program or Departmental activities or clients; reviews and verifies records and reports to ensure that information is included and correct;
• Operates copy machine, fax machine and other office equipment; assists others with operations; verifies faxed materials were received by recipients.
• Contacts the appropriate on-call city personnel when necessary.
• Collects and records fees and provides receipts.

Qualifications

Physical Requirements

• Must be able to physically perform the basic life operational functions of stooping, kneeling crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, talking, hearing and repetitive motion.
• Must be able to perform light work exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or negligible amount of force constantly to move objects.
• Must possess the visual acuity to prepare figures and data, operate a computer, read extensively and proof work.