Police Records Technician

SUMMARY OR GENERAL PURPOSE:

Performs a variety of technical and administrative duties in support of Police Department records operations. Reviews, processes, maintains, and distributes police records and related information in accordance with applicable laws, regulations, and departmental procedures. Provides customer service to community members, officers, City staff, and outside agencies while handling sensitive and confidential information. Work requires accuracy, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL FUNCTIONS:The following duties are illustrative only and are not intended to be all inclusive: 

• Provide exceptional customer service for community members and officers at the records counter and over the phone. 
• Prepares and processes forms and other documents; make routine follow-up inquiries to assure proper and complete processing; establishes and maintains filing of original documents and other types of controlled records. 
• Responsible for sealing and expunging official records as required by court orders.
• Receives all reports, summonses and a variety of other documents required by Department policies and procedures; reads and verifies accuracy and completeness of the information and assures that crime reports are appropriately classified and coded in conformance with the crime reporting system established by the Colorado Bureau of Investigation.
• Processes all incoming paperwork from other departments and divisions. Separates, copies, scans, and distributes completed paperwork to Courts, the District Attorney’s Office, and other agencies and divisions in compliance with Colorado Open Records Act.
• Performs advanced level Colorado Crime Information Center entries and assists with audits as needed.
• Enters National Incident Based Reporting System data into the Colorado Bureau of Investigation Terminal.  Reviews police reports for accuracy, completeness, and compliance with the National Incident Based Reporting System. 
• Picks up and drops off mail; sorts and distributes incoming mail as needed. Picks up pawn slips. Use of a department vehicle is available.  
• Assists community members with various needs, such as copies of reports, and directs questions to appropriate personnel.
• Assists with fingerprinting services, answering telephone calls, taking messages, referring calls, and performs a variety of mathematical calculations. 
• Assists officers and command staff as needed. 
• Answers inquiries about data contained in reports, forms and records; explains departmental procedures.
• May serve as a Records Lead, as assigned. 
• May provide general oversight and training related to processes, procedures, and equipment function and maintenance.
• Performs related work as required and assigned.

REPORTING RELATIONSHIPS:

SUPERVISION RECEIVED: Works under the direct supervision of the Police Records Supervisor.

SUPERVISION EXERCISED:None.

QUALIFICATIONS:

KNOWLEDGE:  Knowledge of standard office practices and procedures; records management and filing practices; English grammar, spelling, and punctuation; basic mathematical principles; and computer systems and software used for word processing, data entry, records management, and information retrieval. Ability to acquire and apply knowledge of law enforcement records practices, confidentiality requirements, records retention and release requirements, crime reporting standards, and applicable laws, regulations, policies, and procedures.

SKILL: Skill in accurately reviewing, processing, entering, and maintaining detailed information and records; using computers, records management systems, and Microsoft Office applications; performing basic mathematical calculations; providing effective customer service; and communicating clearly and professionally, both verbally and in writing.

ABILITY: Ability to exercise sound judgment and maintain accuracy and attention to detail; organize and prioritize multiple assignments in a fast-paced environment; maintain confidentiality and appropriately handle sensitive information; interpret and follow established policies, procedures, regulations, and legal requirements; communicate effectively with community members, employees, law enforcement personnel, and outside agencies, including in difficult or sensitive situations; work independently within established procedures; and establish and maintain effective working relationships.

EVIDENCE OF QUALIFICATIONS:

TRAINING: High School Diploma or equivalent.

EXPERIENCE: One (1) year general administrative support, records management, or related experience. Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills and abilities may be considered.

Some college coursework in criminal justice, business administration, public administration, records management, or a related field; and previous government, law enforcement records, or other records-related experience preferred.

SPECIAL REQUIREMENTS:

Ability to pass a thorough background investigation which may include psychological and medical testing, a polygraph examination, and a drug screen.

Must be CCIC/NCIC certifiable, and obtain records technician certification within a designated period. 

Proficiency in speaking and writing Spanish preferred.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

Work is primarily performed in an office environment and requires regular use of a computer and other office equipment. The position involves frequent sitting and repetitive hand and wrist movements associated with computer use and data entry, as well as occasional standing and walking. Must be able to occasionally lift, carry, push, or pull materials weighing up to 10 pounds. Work requires the ability to communicate effectively and review information in both electronic and printed formats. The position regularly handles sensitive and confidential information.

INDEPENDENCE OF ACTION:

Works within established policies, procedures, practices, and legal requirements, exercising initiative and judgment in completing assigned responsibilities. Independently handles routine and recurring assignments and determines the appropriate course of action within established guidelines. Unusual, complex, or unfamiliar situations are referred to the supervisor as appropriate. Work is reviewed for accuracy, quality, and completeness.

EQUIPMENT USED:

Uses standard office equipment and technology, including computers, multi-line telephone systems, scanners/copiers, fingerprinting equipment, law enforcement databases and terminals, and police records management systems. May use communications equipment and a City vehicle in the performance of assigned duties.