JOB SUMMARY:
Under direction, to perform responsible, specialized, clerical, and computer data entry work in the preparation and maintenance of sensitive and confidential police records; to assist in searching and processing offenders; and to communicate with police units.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Performs a variety of duties including, but not limited to:
Exercises supervision over staff at the direction of the Police Records Supervisor or Command Staff.
Perform a wide variety of clerical work including typing, proofreading, filing, coding, checking, and recording information on records.
Perform analysis of data to ensure accuracy of records.
Answer telephones: relay messages: receive and refer complaints; answer routine questions.
Type and process criminal complaints, citations, warrants, jail records, police reports, and other related materials.
Utilize computer and teletype terminals to input and receive law enforcement and general administrative records and information.
Code and tabulate statistical data and other activity summaries; compile statistical crime reports for submission to Department of Justice, FBI, and other agencies.
Participate and assist in the processing of offenders and suspects to include witness of urinalysis, administration of breath testing, or other tasks as assigned.
Observe and monitor the public at the counter; respond to questions and routine requests for information; collect monies for public requests for reports and services.
Microfilm documents including police reports, jail jackets, and disposition cards for archival purposes.
Prepare appropriate documents required by County, Municipal, and District Courts.
Respond to officers' request for information.
Train new users on public safety software and assist in troubleshooting.
Serve as a resource and information source regarding department and program policies, procedures, objectives, and operational functions; receive and interview office visitors and telephone callers; answer questions and provide information where judgment, knowledge and interpreta¬tions are utilized, especially in the proper handling of confidential information or files; resolve complaints; refer caller to appropriate source as necessary.
Collect, compile, and analyze information from various sources on a variety of specialized topics related to programs in assigned area; write reports which present and interpret data, identify alternatives and make and justify recommendations. (this covers Brady bill handgun purchases).
Initiate and maintain a variety of files and records for information related to the assigned department and programs; maintain and update resource materials.
Operate modern office machines, equipment and programs, including but not limited to, personal computer, Microsoft Office products, public safety software, typewriters, printers, copiers, calculators, and FAX machines.
Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.
Other duties as assigned by supervisor or command staff.
ABILITIES AND REQUIREMENTS
Has the knowledge, skills and ability to:
Effectively utilize office management and recordkeeping principles and practices to ensure accuracy of data management.
Use and adapt to changing modern office procedures, methods, and equipment including computer equip¬ment and applicable software programs.
Work collaboratively and communicate clearly and effectively, both orally and in writing, with staff, City Officials, outside agencies and the general public.
Utilize applicable spelling, vocabulary, grammar, and punctuation in business letter writing, record keeping, and database applications.
Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work including, but not limited to employees, vendors and the general public.
Interpret, apply, develop and respond to questions regarding pertinent Federal, State, and local laws, codes, and regulations including administrative and departmental policies and procedures.
Understand and effectively use police terminology, law enforcement codes and alphabetical, numerical and subject matter filing systems.
Understand and follow oral and written instructions.
Research, compile, analyze, interpret and prepare a variety of statistical and administrative reports.
Maintain confidentiality of sensitive information and data.
Plan and organize work to meet schedules and timelines and the ability to exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.
Understand and apply basic mathematic principles.
Ability to type at a speed of 40 words per minute and enter data at a speed necessary for successful job performance.
EXPERIENCE AND TRAINING
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience:
One year of experience with administrative, office manage¬ment, data entry or related experience. Must also have the ability to be bonded.
Education:
Equivalent to a high school diploma.
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver's license.
Possession of or ability to become a Notary.
Possession of or ability to become certified in breath testing.
PHYSICAL DEMANDS
Essential duties require the following physical skills and work environment:
Ability to sit, stand, walk, kneel, crouch, stoop, squat, crawl, twist, climb, and lift 50 lbs., exposure to cold, heat, noise, outdoors, chemicals, mechanical hazards, and electrical hazards; ability to travel to different sites and locations.