Police Records Specialist

The purpose of this position is to maintain and track all police records, assist in documenting and fulfilling police department related open records request, and to provide assistance connecting the general public to city and police department services.

• Interacts with the public and other agencies, either in person, via phone, fax, or electronic messaging, to provide service directly or to connect them with the appropriate referral/resource.
• Processes online, over the phone, and in person payments for a variety of services, including, but limited to, crash reports, certification letters, and fingerprinting.
• Accesses and provides police related reports for those requesting them, fulfills background check request for military personnel, and records related requests.
• Responsible for maintaining and reporting applicable crime statistics to the Texas Department of Public Safety (TXDPS).
• Forwards state driving while intoxicated forms to TXDPS and fulfills records request made by the city, other agencies, and the Dallas County District Attorney’s Office.
• Documents, prepares, and prints physical copies of warrants.
• Recalls invalid bonds and warrants.
• Prepares case information that may be requested and required for submittal to the district attorney’s office.
• Posts crash reports to the relevant platform.
• Maintains files for driving while intoxicated-minors, runaways, missing persons, stolen vehicle recoveries, helicopter landing permits, solicitor permits, handbill permits, street closures, and impounds.
• Complies with legal destruction and/or expunction orders.
• Scans hard copy documents to electronic versions.
• Fulfills open records requests.
• Certifies documents including, but not limited to, arrest reports, crash reports, expunctions, and open records.
• This position normally performs the duty assignment after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. The immediate supervisor may, at times, provide close and constant review.
• All other duties as assigned.

High School diploma or GED equivalent is required.

Two (2) years of customer service experience is preferred.

Experience with a law enforcement agency, or with records management is preferred.

Experience utilizing Microsoft Office, Microsoft Outlook, Web RMS, Laserfiche, Tyler Munis, and CAD is preferred.

• Ability to regularly interact with others and exchange and receive of information, providing effective and tactful customer service, and work independently.
• A comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
• Ability to correctly interpret, explain, and apply laws, rules, operations, practices, procedures, regulations, and policies.
• Ability to allocate and utilize limited resources in a cost-effective manner.
• Intermediate level ability to read papers, periodicals, journals, manuals, dictionaries, thesauruses, and encyclopedias, to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions, and measurement and to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
• Ability to interact with the public and coworkers in a professional and congenial manner.
• Ability to learn and perform basic operational, technical, and office processes.
• Ability to be organized and have efficient management of time and deadlines.
• Ability to maintain confidentiality.
• Knowledge and ability to utilize computers and applicable software daily including, but not limited to, Microsoft Office, Microsoft Outlook, Web RMS, Laserfiche, Tyler Munis, and CAD.
• Skilled in data entry and preparing accurate reports.
• Ability to communicate in a clear, effective, and concise manner, both orally and in writing.
• Ability to follow instructions, safety practices, and perform work accurately and thoroughly which requires performing multiple tasks simultaneously under time pressures and deadlines.
• Ability to establish and maintain effective working relationships with all people.
• Ability to be punctual and attend work regularly.

Special Requirements:

This position is classified as a safety-sensitive position and is subject to random drug and alcohol testing during the course of employment.

Must be able to pass a criminal background check, CJIS and fingerprint check, and comply with state and federal requirements for criminal justice security standards.

Mobility within an office environment is required.

Licenses and Certificates:

Valid driver’s license and ability to maintain while employed is required.

Must successfully complete CJIS Security Awareness Training as a part of employment.

Must successfully complete Public Information Act training certificate as part of employment.

Work Environment:

Works primarily in a climate-controlled office environment. Physical demands consist of sedentary work and little physical effort working with light, easy to handle (up to 10 lbs.) materials. Work performed may occasionally cause fatigue of eyes and fingers because of fairly continuous use of motor senses in using automated office systems. Requires sitting for long periods of time, manual dexterity, and visual activity in the use of computers.

Salary : $39,645 - $59,467