Administrative Support Technician III, Records Evening

Howard County Government; Columbia (MD); On-site; USD 60,000 - 85,000; Full time

Job summary

Howard County Government's Police Department seeks an advanced, highly responsible records administrator. The role involves coordinating UCR, NCIC, and warrant processes, supervising data entry staff, and ensuring timely, accurate recordkeeping with strict confidentiality.

This position requires obtaining NCIC/CJIS certifications and related instructor credentials, and performing complex clerical and data tasks to support department operations and audits.

Qualifications

• High School Diploma or GED and 4 years of related experience, or equivalent combination of education and experience.
• Obtain and maintain CN1 NCIC certification and METERS/NCIC instructor certifications as required.
• Strong data entry, recordkeeping, and confidentiality for police records.

Responsibilities

• Manages crime data entry and statistical records for UCR and warrants.
• Supervises data entry staff and coordinates scheduling.
• Maintains security and confidentiality of records per laws and policies.
• Participates in certifications, audits, and quality control of NCIC/METERS entries.

Skills

Data entry

Recordkeeping

Supervision

Analytical thinking

Education

High School Diploma or GED

Tools

NCIC/METERS systems

CJIS databases

Job description

This position is an advanced, highly responsible technical one, performing critical tasks for the police department, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work includes analytical administrative support work, and technical tasks which are essential to the successful operation of several specialized functions. Conducts the Coordination of duties in the Uniform Crime Report Unit (UCR), Validations Unit, Criminal Summons, and Warrant Administrative Unit. Work may also include supervision of data entry and coordination and work scheduling of the data entry function. Work at this level may also include independent responsibility for complex critical processes. Maintains control of the electronic records system for the tabulation of statistical crime data (UCR) and warrant tracking and processing. The work involves responsibility for the security, confidentiality and release of records and other documents in compliance with applicable laws.

This position must obtain and maintain UCR certification, and NCIC CN1 certification, MPTC Instructor Certification and NCIC Instructor Certification in order to complete instruction to members of the Department and other law enforcement agencies.

CLASS DESCRIPTION

Performs advanced technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves performing responsible clerical and secretarial work essential to the successful operation of a specialized function. Work may also include supervision of data entry staff and coordination and work scheduling of the data entry function. Work at this level may also include independent responsibility for a moderately complex clerical process.

Include the following. Other related duties may be assigned.

Complete instruction in METERS/NCIC certification and re-certification to Departmental members and members of other law enforcement Agencies. Maintain student records, grades, and coordinate with Maryland State Police and DPSCS. Order and compile NCIC/CJIS class supplies from the FBI through a LEO account.

Conduct extensive research and complete Federal and State mandated monthly validations on all the Department's METERS/NCIC entries inclusive of warrants, securities, missing persons, license plates, vehicles, boats, vehicle/boat parts, guns, toxic chemicals, and law enforcement credentials. This validation process includes completing computer research, report review, contacting of investigating officers to acquire supplements, making all required updates and deletions within the record as established under the Department's system user agreement requirements, complete validations supplemental forms, generate correspondence, coordinate MVA notifications.

Responsible for the receipt and process of all warrant documents and criminal summons, computer reporting, true test copy correspondence, placing MVA flag and releases, creating and sending correspondence for service and/or detainer notifications, clearing and canceling NCIC/ METERS/CJIS warrant entries, identifying and coordinating subject location identification, completing all court document coordination. Conduct research into various computer systems and Enter/Modify/Clear/Cancel NCIC/METERS records in the following files; articles, boats, securities, warrants, license plates, vehicles, missing persons, guns, and unidentified persons. Confirm all NCIC/METERS entries. Complete quality control review of the Communication Division NCIC/METERS entries and clears. Compose and transmit NCIC/METERS administrative messages. Create and transmit all teletype messages to other law enforcement agencies.

Responsible for duties and responsibilities as the designated Department's Terminal Agency Contact (TAC and/or Alternate TAC), JIS ASC (Court Agency Security Coordinator), System Security Contact (SSC). Represent the Department at the TAC, SSC, and NCIC Instructor State meetings. Coordinate and complete all NCIC FBI, METERS, TSS, SSC, UCR FBI, NCIC Instructor, DPSCS CJIS, CJIS Security, and Fingerprint submission audits. Create and maintain up to date unit procedure manuals.

Handle telephone inquiries from citizens, attorneys, District Court clerks, Federal and Local Law Enforcement agencies, Department of Corrections, Court Commissioners and federal background investigators. Utilize all systems to satisfy these requests. These calls can require confirmation of all active NCIC/METERS entries inclusive of wanted person, stolen vehicle, stolen property, stolen tags, missing persons, etc., and explanation of regulations, procedures, policies, and applicable laws.

Maintain control and complete analysis of records management system that tabulates crime statistical reported to the State and used for internal operational and administrative needs. Complete review and verification of police incident documentation and complete ensure quality control standards. Comply accurately and consistently with various jurisdictional guidelines for reporting crime. Ensure police information is classified according to the appropriate offense code, and other mandatory codes as defined by the program. Determine the classifications of offenses and ensure that information is computer entered according to rules and regulations. Complete review of all charging documents to ensure accuracy. Make appropriate corrections in records management systems. Audits must be conducted in addition to various computer applications run for compiling and reporting statistical information. Prepare numerous complex reports and correspondences, which must be presented for final approval by the Chief of Police. Maintain up to date program knowledge and answer inquiries concerning specialized functions and compiled information. Prepares a variety of internal statistical information and prepare reports to reflect same.

Assist with identifying documents responsive to Departmental PIA requests under the direction of a supervisor.

Assist with the identification and collection of records for Accreditation CALEA files; identify and make suggestions on enhancing the Records Section procedures to maintain compliance with Accreditation standards. Review a variety of Records Section technical issues with regards to law enforcement standards performed by the Section.

Prepare, scan and conduct quality control checks on all archived electronic documents, NCIC entries, expungements, report submissions, criminal summons entry, etc. Send notification of corrections to appropriate County agency.

Review, process and disseminate various types of police reports and related documents internally and externally, as required. Redact information from police documents in compliance with federal, state and local laws prior to release. Maintain various filing systems, store, retrieve and secure records and other law enforcement related documents.

Maintain up to date knowledge of and have ability to explain and comply with all regulations, procedures, policies, and applicable laws, as applicable.

Process Court Ordered, Immediate, and RWOP expungements requests by conducting extensive criminal history research utilizing numerous criminal justice information computer systems. Create departmental correspondence to external and internal recipients regarding the department recommendation and/or compliance.

Train new employees as needed and provides staffing support to section when necessary and assists with various section projects, as needed.

Act as designated as shift leader and provide supervision to Records Section employees in the absence of Section Supervisors.

High School Diploma or GED and 4 years of related experience, or equivalent combination of education and experience.Obtain and maintain CN1 NCIC certification, Maryland Police Training Center Instructor Certification, State of Maryland METERS/NCIC Instructor Certification.

Possession of a valid driver’s license.