What are the responsibilities and job description for the Records Specialist position at Town of Windsor (CO)?
JOB
Compensation: $26.04-$28.32, hourly non-exempt, DOEWork Schedule: Generally, 40 hours per week, Monday through Friday from 8:00am to 5:00pm – may occasionally require various shifts, including days, evenings, weekends, and/or holidaysNATURE OF WORKA Records Specialist performs a full range of technical, specialized, and complex criminal justice record management functions with only occasional instruction or assistance. This position requires employees to exercise critical thinking skills, work independently, apply well developed professional office and records management knowledge and exercise sound judgment and initiative. The Records Specialist position includes extensive work in the maintenance and dissemination of timely and accurate police records and requires the ability to understand, interpret, and comply with local, state, and federal rules, regulations, and laws. This position receives and processes requests for records from other agencies, Town of Windsor staff, and the public; receives, routes, and processes confidential paperwork and records including entries into state and federal databases, state and federal reporting, and records in paper and digital form. Individuals in the position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Opportunity Employment policy.SUPERVISION RECEIVEDThe Records Specialist works under the direct supervision of the Records Manager. SUPERVISION EXERCISEDNone
EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONSThe individual in the Records Specialist role is assigned specific assignments, job duties, scope, authority, responsibility, roles and requirements as determined by the town, Department, Division, and pursuant to laws, regulation and practices. Individuals in this position must be able to successfully perform, be responsible for and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive: Records Management Exercise specialized knowledge of local, state, and federal regulations pertaining to archiving a records management practices, including retention and archiving, review, and disposition, ensuring compliance with retention schedules, including CORA (Colorado Open Records Act) and the Colorado Criminal Justice Records Act (CCJRA).Perform critical review of internal reports and records, including implementation of necessary data for UCR (Uniform Crime Reporting) compliance.Critical review, entry, and maintenance of various records into state and national databases pursuant to Criminal Justice Information Systems (CJIS) requirements and Department directives. Receive, analyze and interpret requests for reports and documentation from a variety of sources including; departmental staff, other local and state law enforcement personnel, insurance companies, other public safety agencies and organizations, and the public.Review requests for access to public safety records to determine release eligibility; determine appropriate response; redact, release, or withhold applicable records in compliance with local, state and federal laws. Organize, file, copy, and distribute public safety reports, citations, and other materials to appropriate personnel and the public in accordance with laws, Colorado State Statutes, and procedures governing the dissemination of information. Ensure all case files are complete, accurate, and ready to be forwarded to attorneys, courts, and appropriate state and local agencies for prosecution or review. Ensure that all documents are scanned, labeled properly, and attached to digital case file in preparation for transmission. Distribute reports to appropriate agencies per department policy and in accordance with State Statutes for; VRA (Victims’ Rights Act) crimes, crimes against at-risk adults, child abuse, and juvenile cases, and reports involving damage to town property.Request reports for cases, reports from dispatch, and documents from other agencies as requested.Complies with court orders to seal or expunge criminal justice records.Enter, maintain and retrieve data, reports and information in a variety of automated records management systems. Criminal Justice Document and Data ManagementEnsure accurate and timely routing of reports, citations, supporting documentation, and forms to appropriate internal and external entities.Type, record and file a wide variety of confidential public safety records, reports and materials including memos, letters, complaints, fingerprint cards, arrest information, warrants, citations, and crime and traffic reports. Clearly and accurately, share confidential and sensitive public safety information to officers and public safety professionals over various communication methods and state databases.Communicate and coordinate with other town departments and State agencies regarding citizen safety and assistance needed by officers in the case of accidents, natural disasters, or other emergencies.Track, create, and maintain accurate records of Department statistics. Create and distribute monthly and yearly reports to the Chief, Town Board, and state agencies. Respond to other requests for statistics or crime trends as requested.Notarize documents according to state law, and keep accurate records of notary acts.Receive incoming subpoenas for officers and send notifications to officers and supervisors. Keep calendar entries and ensure they are up to date, notify officer/supervisor of changes or cancellations. Make sure that officers have copies of report or items they require for court.OTHER DUTIESDepending on organizational need, additional duties may include the following: Continues educational and certification requirements in order to remain current with all methods and procedures.Compliance with department policies and procedures and local, state, and federal laws.May perform customer service-related tasks, including greeting and assisting visitors, answering and redirecting public calls, and taking and processing payments accordingly.May participate in town employee committees, projects or assignments as required.May be required to work overtime.Performs work safely; reports safety concerns to management; supports safe work practices.
SUPPLEMENTAL INFORMATION
Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time. The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The town is dedicated to the principles of equal employment opportunity. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race, gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.
Compensation: $26.04-$28.32, hourly non-exempt, DOEWork Schedule: Generally, 40 hours per week, Monday through Friday from 8:00am to 5:00pm – may occasionally require various shifts, including days, evenings, weekends, and/or holidaysNATURE OF WORKA Records Specialist performs a full range of technical, specialized, and complex criminal justice record management functions with only occasional instruction or assistance. This position requires employees to exercise critical thinking skills, work independently, apply well developed professional office and records management knowledge and exercise sound judgment and initiative. The Records Specialist position includes extensive work in the maintenance and dissemination of timely and accurate police records and requires the ability to understand, interpret, and comply with local, state, and federal rules, regulations, and laws. This position receives and processes requests for records from other agencies, Town of Windsor staff, and the public; receives, routes, and processes confidential paperwork and records including entries into state and federal databases, state and federal reporting, and records in paper and digital form. Individuals in the position are required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophy and the town’s Equal Opportunity Employment policy.SUPERVISION RECEIVEDThe Records Specialist works under the direct supervision of the Records Manager. SUPERVISION EXERCISEDNone
EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONSThe individual in the Records Specialist role is assigned specific assignments, job duties, scope, authority, responsibility, roles and requirements as determined by the town, Department, Division, and pursuant to laws, regulation and practices. Individuals in this position must be able to successfully perform, be responsible for and/or assist in the fulfillment of many job functions and duties, with or without reasonable accommodation.The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive: Records Management Exercise specialized knowledge of local, state, and federal regulations pertaining to archiving a records management practices, including retention and archiving, review, and disposition, ensuring compliance with retention schedules, including CORA (Colorado Open Records Act) and the Colorado Criminal Justice Records Act (CCJRA).Perform critical review of internal reports and records, including implementation of necessary data for UCR (Uniform Crime Reporting) compliance.Critical review, entry, and maintenance of various records into state and national databases pursuant to Criminal Justice Information Systems (CJIS) requirements and Department directives. Receive, analyze and interpret requests for reports and documentation from a variety of sources including; departmental staff, other local and state law enforcement personnel, insurance companies, other public safety agencies and organizations, and the public.Review requests for access to public safety records to determine release eligibility; determine appropriate response; redact, release, or withhold applicable records in compliance with local, state and federal laws. Organize, file, copy, and distribute public safety reports, citations, and other materials to appropriate personnel and the public in accordance with laws, Colorado State Statutes, and procedures governing the dissemination of information. Ensure all case files are complete, accurate, and ready to be forwarded to attorneys, courts, and appropriate state and local agencies for prosecution or review. Ensure that all documents are scanned, labeled properly, and attached to digital case file in preparation for transmission. Distribute reports to appropriate agencies per department policy and in accordance with State Statutes for; VRA (Victims’ Rights Act) crimes, crimes against at-risk adults, child abuse, and juvenile cases, and reports involving damage to town property.Request reports for cases, reports from dispatch, and documents from other agencies as requested.Complies with court orders to seal or expunge criminal justice records.Enter, maintain and retrieve data, reports and information in a variety of automated records management systems. Criminal Justice Document and Data ManagementEnsure accurate and timely routing of reports, citations, supporting documentation, and forms to appropriate internal and external entities.Type, record and file a wide variety of confidential public safety records, reports and materials including memos, letters, complaints, fingerprint cards, arrest information, warrants, citations, and crime and traffic reports. Clearly and accurately, share confidential and sensitive public safety information to officers and public safety professionals over various communication methods and state databases.Communicate and coordinate with other town departments and State agencies regarding citizen safety and assistance needed by officers in the case of accidents, natural disasters, or other emergencies.Track, create, and maintain accurate records of Department statistics. Create and distribute monthly and yearly reports to the Chief, Town Board, and state agencies. Respond to other requests for statistics or crime trends as requested.Notarize documents according to state law, and keep accurate records of notary acts.Receive incoming subpoenas for officers and send notifications to officers and supervisors. Keep calendar entries and ensure they are up to date, notify officer/supervisor of changes or cancellations. Make sure that officers have copies of report or items they require for court.OTHER DUTIESDepending on organizational need, additional duties may include the following: Continues educational and certification requirements in order to remain current with all methods and procedures.Compliance with department policies and procedures and local, state, and federal laws.May perform customer service-related tasks, including greeting and assisting visitors, answering and redirecting public calls, and taking and processing payments accordingly.May participate in town employee committees, projects or assignments as required.May be required to work overtime.Performs work safely; reports safety concerns to management; supports safe work practices.
SUPPLEMENTAL INFORMATION
Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time. The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The town is dedicated to the principles of equal employment opportunity. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race, gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.
Salary : $26 - $28
