What are the responsibilities and job description for the Police Records Technician position at City of Flagstaff?
Administrative Duties
Actively supports and upholds the City’s stated mission and values. Employees of this classification are responsible for operational level decision making (decisions on carrying out the operations of the selected process.) Duties require varying knowledge, skills, and abilities with a more complex degree of frequency, complexity, and diversity.
Under direct supervision of the Police Records Supervisor, employees of this classification are responsible for performing day-to-day administrative functions as well as coordinating and collaborating between each section’s administrative staff.
ADMINISTRATIVE DUTIES
- Supervisory: This job has no supervisory function.
- Budgetary: This job does not have budgetary responsibilities, but carries out day-to-day activities within approved budget.
- Strategic Planning: This job does not have responsibility for strategic planning, but carries out day-to-day activities supporting program goals and tracking performance measures.
- Policies/Procedures: This job has responsibility for carrying our day-to-day activities in support of policies and procedures.
- Compliance: This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
- Council Communications: This job carries out day-to-day activities in accordance with Council’s adopted priorities and direction.
- Reporting: This job does not have duties related to reporting to Federal/State/Local agencies.
Examples of the Work Performed
- EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY)
- Provides respectful, excellent customer service to all partners, users, community members and co-workers and conveys this high standard to subordinates.
- Assists general public, departmental personnel, and representatives from law enforcement agencies in obtaining police related information in accordance with established state and federal regulations and departmental policy.
- Processes inquiries from the public, insurance companies and government agencies requesting copies of police reports and law enforcement records. Accepts fees for police related documents and fingerprint services.
- Processes police records by reviewing police reports and approving or returning incomplete or incorrect reports to the patrol supervisor.
- Enters criminal and civil citations into the department’s records management system and acts as a liaison with the city and county court systems.
- Performs queries and dissemination of information using the Arizona Criminal Justice Information System and the National Crime Information Center database (ACJIS/NCIC); compares information and verifies correctness of information and ensures updated data is available.
- Operates PC-based network computer systems, in-house telephone system, copiers, fax machines and miscellaneous office equipment and accessories.
- Answers, screens and directs incoming telephone calls. Greets and announces visitors to appropriate personnel. Politely answers routine questions and furnishes information to visitors.
- Maintains working knowledge of Records software and participates in upgrade system training and agency users meetings as required.
- Other duties as assigned.
Qualifications
MINIMUM REQUIREMENTS
- High School Diploma or GED.
- One year of computer experience including Microsoft Office products, email, and the Internet.
- One year cash handling experience
- Or any combination of education, experience, and training equivalent to the above Minimum Requirements.
DESIRED EXPERIENCE AND TRAINING
- Cash handling experience
- Customer Service experience
- OnCall Records Management experience
OTHER REQUIREMENTS
- Must possess, or obtain upon employment, a valid Arizona driver’s license.
- Regular attendance is an essential function of this job to ensure continuity.
Supplemental Information
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY)
- Ability to assign, plan, inspect and lead the work of others.
- Ability to train, identify and recommend training needs for the Records department staff.
- Ability to establish and maintain effective working relationships with subordinates, supervisors and other City employees.
Skill in: (position requirements at entry):
- Using computers and software application programs;
- Filing;
- Typing;
- Scanning
- Providing customer service;
- Preparing a variety of reports;
- Prioritizing work and performing multiple tasks;
- Maintaining various databases;
- Maintaining various records and files;
- Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;
- Maintaining various confidential records;
Knowledge of (position requirements at entry):
- Basic filing and recordkeeping principles;
- Modern office procedures;
- Customer service principles;
- Inventory maintenance principles;
- Basic math;
- Spelling and grammar principles;
- Database management principles;
- Leadership principles;
- Basic accounting principles.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS
- While performing the duties of this job, the employee is frequently required to stand, sit, use hands to feel, reach with hands and arms, talk or hear; is regularly required to walk, stoop, kneel, crouch or crawl; and is occasionally required to climb or balance.
- The employee must frequently lift and/or move up to 10 pounds, and regularly lift and/or move up to 25 pounds.
- Vision requirements for this position include close vision, distance vision, color vision, and the ability to adjust focus.
- Working conditions include occasional exposure to outdoor weather conditions.
- The noise level in the work environment is usually moderate.
