Police Records Specialist - Forest Grove, United States - City of Forest Grove

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.

Specifications are

not

intended to reflect all duties performed within the job.


JOB OBJECTIVES
Performs a broad range of technical and moderately complex and routine administrative functions in support of the Police Department.

Responsibilities assigned and performed require an understanding of department procedures/policy, and skill in the Records Management System (RMS), report handling, and Law Enforcement Database System (LEDS).

Act as custodian of records and provide information and excellent customer service to citizens, co-workers and outside entities.

SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from higher level management and supervisory law enforcement staff.

DISTINGUISHING CHARACTERISTICS
The Police Records Specialist I is distinguished from the Police Records Specialist II by the complexity of duties assigned.


ESSENTIAL JOB FUNCTIONS
The following tasks are typical for positions in this classification.

Any single position may not perform all of these tasks and/or may perform similar related tasks not listed here:

Duplicate and distribute copies of police reports.

Interpret and apply state public records laws, federal privacy and freedom of information acts, and internal policies governing the release of information and documents.

As required, refer requests for information to higher level staff.

Enter, update and retrieve automated records of activity into the computer; maintain a variety of logs relating to public safety activities.

Maintain and update records according to established policies and procedures, including indexing a wide variety of violations and notifications, tracking and filing reports, and redacting confidential information when required;

assist

with purging records and files as required by State laws and City policies.

With a high level of accuracy, query, enter, verify, confirm, clear and locate a variety of critical data in LEDS/NCIC.

Receive and enter subpoenas into the scheduling software, check schedules and act as a liaison with affected Court to coordinate officer availability.

Collect money and process all paperwork for related fees; prepare weekly deposits.
Write police reports such as, but not inclusive of, missing person, minor thefts and found property.

Answer multi-line telephone and route calls to appropriate personnel; provide information on department, City, outside services and policies and procedures as required.

Receive, sort and distribute incoming and outgoing mail and correspondence; copy and distribute as requested.
Monitor station security cameras, building alarms, and lobby doors.
Operate various office equipment such as personal computer, two-way radio, calculator, copy/fax/scan machine, and cash register.
Contribute to a positive work environment.
Maintain regular, predictable attendance and punctuality.
Perform other directly related duties consistent with the role and function of the classification.


QUALIFICATIONS

Knowledge of:
Methods and techniques of compiling and formatting data and information specific to law enforcement.
Principles and practices of filing, record keeping and data entry.
Modern office procedures, methods and equipment handling, including computers and supporting database and word processing applications.
Methods and techniques of proper phone etiquette.
Methods and techniques of compiling and formatting data and information.
Principles and practices of customer service.
Principles and practices of filing and record keeping.
Operations, services and activities of assigned division.
English usage, spelling, grammar and punctuation.
Pertinent Federal, State and local codes, laws and regulations.

Ability to:
Apply applicable laws and regulations pertaining to police records maintenance and dissemination.
Type and/or enter data at a speed necessary for successful job performance.
Accurately enter police reports and other information into the computer.
Conduct research and computer inquiries utilizing appropriate databases.
Prepare a variety of reports.
Effectively respond to requests and inquiries from the general public.
Operate office equipment including computers and supporting database and word processing applications.
Maintain confidentiality of work performed.
Communicate clearly and concisely, both orally and in writing.
Understand and carry out oral and written instructions.
Establish and maintain effective relationships with those contacted in the course of work.
Education and Experience Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

A typical way to obtain the knowledge and abilities would be:


Education:
Completion of the twelfth grade or equivalent


Experience:
Two years of increasingly responsible administrative support experience in a law enforcement setting is desirable.
Bilingual in English/Spanish preferred


License or Certificate:
Possession of LEDS certification or ability to obtain within six months of appointment.


PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical demands herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.


Environment:
Police department office; exposure to computer screens. noise

level is typical of most office environments.

Mobility:

Incumbents require sufficient mobility to perform moderate or light lifting; to walk, stand or sit for prolonged periods of time in an office setting and operate office equipment.

Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate office equipment.

Vision:
Vision sufficient to read small print, computer screens and other printed documents. Hearing and speech sufficient to communicate in person and over the telephone. Incumbents in this position will have frequent interactions with individuals inside and outside the organization.

Selection Process
Submit completed City application online by the posted deadline.

Be sure to include in your application a valid email address you check frequently (including spam and junk folders), as candidates may be notified via email.

Appropriate documentation establishing veteran status must be submitted if claiming veteran's preference, including the

City of Forest Grove's Veteran's Preference Form

and the DD-214 or DD-215 Form.

Application materials will be screened based on the employment application and supplemental questions.

Please note that the Education and Experience sections of the application, as well as the supplemental questionnaire, must be filled out completely and truthfully.

Resumes will not be accepted in lieu of the required application and supplemental questionnaire. Incomplete applications may be disqualified from the selection process.

Selected candidates may be invited to participate in a related skills test. Finalists will be invited to interview.

Employment offer to selected candidate will be contingent on the results of a background investigation, driving record review and drug screen.

This is an equal employment opportunity.


Position Status:
This position is non-exempt from the provisions of the Fair Labor Standards Act and is represented by FGPA

(Forest Grove Police Association).

Please be sure to include in your application a valid email address you check frequently (including spam and junk folders), as candidates may be notified via email.

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