Police Department Specialist - Records

Class Specifications

An employee in this class performs a variety of clerical and administrative tasks in support of the police department administrative function. Work includes entering data for police records into the National Incident Based Reporting System (NIBRS), maintaining police records, files, statistics and related information, preparing daily arrest and citation packets for court, responding to public information requests and other clerical duties such as composing letters and reports, typing documents, cash handling and balancing, filing, etc. Due to the nature and diversity of the work, accuracy, attention to detail and multi-tasking are important skills that must be demonstrated by the incumbent. The work is performed under the supervision of a Communications Director or other Department supervisor. The principal duties of this class are performed in a general office environment.

Examples of Work Duties

Essential Duties and Responsibilities (may vary with specific positions, this list is not exhaustive and may be supplemented as necessary):

• Compiles data and information to prepare reports, letters, memos and other documents;
• Provides specialized department/division information to customers;
• Processes all requests for Police reports or records;
• Processes and conducts criminal histories and background checks;
• Files and maintains files of departmental records including police reports, computer records and other documents;
• Maintains vehicle repair and maintenance records;
• Enters data into the National Incident Based Reporting System (NIBRS), including reviewing all criminal cases generated by the department and extracting, coding, and entering the date;
• Generates a listing of all cases entered into the NIBRS system;
• Maintains a filing and reporting system to update current case information;
• Uses various software applications and/or maintains a database of information;
• Performs various accounting related tasks, balances/reconciles reports, checks, deposit funds, etc, and verifies information and other data;
• Tracks and monitors budget accounts; may assist with budget preparation;
• Performs scheduling and calendar duties;
• Performs a variety of clerical and administrative functions for the department;
• Performs all work duties and activities in accordance with City and Department policies, procedures and safety practices

• Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

• Operation of a personal computer and various job-related software applications;

• Record keeping practices and procedures;
• Telephone etiquette and customer service techniques;
• Current office practices and procedures;
• English grammar and punctuation.

• Learn department programs, policies, procedures and processes to convey related information to the public and other City staff;
• Enter and retrieve data accurately and efficiently into a computerized police system;
• File and maintain important records efficiently and accurately and to prepare clear and concise reports;
• Maintain confidentiality of information processed or prepared;
• File and maintain complex clerical records;
• Write and record detailed information with accuracy and speed;
• Perform duties and responsibilities independently;
• Operate a variety of standard office equipment, including a personal computer and applications appropriate to assigned duties;
• Maintain effective working relationships with other City employees, supervisory personnel, state and local elected officials and the public;
• Communicate effectively both orally and in writing;
• Follow detailed written and verbal instructions;
• Respond appropriately to public inquiries and present a positive public image;
• Accurately proofread numerical and text data;
• Meet deadlines;
• Have the flexibility to work any shift required;
• Accurately type documents at a reasonable rate of speed;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.

Acceptable Experience and Training

• High school diploma or GED equivalency; preferably supplemented by courses in office practice, computer or general business classes, and
• Two (2) years of previous secretarial/administrative experience, preferably in a law enforcement setting; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.