Administrative Technician* - Central Records

City of Richmond, Virginia

Richmond (VA)

On-site

USD 42,000 - 60,000

Full time

2 days ago

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Benefits offered by this job

Virginia Retirement System (VRS)

Language Incentive

Referral Bonus

Tuition Assistance Program

Job summary

The City of Richmond is seeking an Administrative Technician for the Central Records Unit. The role blends customer service at service windows with processing and maintaining police records, ensuring accuracy and timeliness.

You will assist the public, respond to inquiries, and use our records system to locate information while protecting confidential data. Candidates should excel in attention to detail, follow procedures, and multitask in a fast-paced environment.

Qualifications

Proven ability to provide courteous customer service at public service windows and by phone.
Ability to learn and apply records management system functions and follow procedures.
Detail-oriented with accuracy and confidentiality in handling records.

Responsibilities

Providing courteous, professional service at public service windows and by telephone; clarifying requests, locating information, and referring matters to the appropriate staff.
Learning and using the records management system to search, retrieve, review, and process police records and related information.
Reviewing reports and records for completeness, accuracy, and consistency; identifying missing information and discrepancies.
Entering, updating, scanning, indexing, and maintaining records, files, and logs accurately.
Handling confidential information and following access and retention procedures.

Skills

Public service

Data entry

Records management

Attention to detail

Verbal communication

Microsoft Word

Microsoft Excel

Microsoft Outlook

Data verification

Education

High School Diploma or GED

Tools

Records management system

Job description

Are you Richmond R.E.A.D.Y? Respect. Equity. Accountability. Diversity…YOU!!!

About

This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:

Virginia Retirement System (VRS)
Language Incentive
Referral Bonus
Tuition Assistance Program

Description

The City of Richmond Police Department is seeking a detail-oriented, dependable candidate for the position of Administrative Technician in its Central Records Unit. This position combines public-facing customer service with the careful review, processing, and maintenance of police records. Accurate records support police operations, reliable information, and timely service to the public and other authorized users.

The selected candidate will assist customers at the Police Headquarters service windows, respond to telephone and internal inquiries, and use the Department's records management system to locate, review, and process information. Success requires strong attention to detail, accuracy, sound judgment, discretion, and the ability to manage multiple tasks without compromising the quality of work.

Incumbents provide clerical and records support with independent initiative and accountability for accurate, complete, and timely work. Candidates must be comfortable learning computer applications, following written procedures, comparing information across records, identifying discrepancies, and seeking clarification when needed. Assignments may also include document preparation, scanning, filing, fingerprinting, payment processing, and other administrative support.

Duties include but are not limited to

Providing courteous, professional service at public service windows and by telephone; clarifying requests, locating information, and referring matters to the appropriate staff.
Learning and using the records management system to search, retrieve, review, and process police records and related information in accordance with assigned access and procedures.
Reviewing reports and records for completeness, accuracy, and consistency; checking names, dates, report numbers, and other key details; identifying missing information, discrepancies, and possible duplicate records.
Making authorized corrections, documenting follow-up, and coordinating unresolved records issues with officers, supervisors, or designated records staff.
Entering, updating, scanning, indexing, and maintaining records, files, and logs accurately; verifying work before completion and maintaining an organized record of pending tasks.
Handling confidential and sensitive information responsibly; verifying authorization before providing records or information and following established access, release, and retention procedures.
Balancing customer service, records processing, and internal requests; prioritizing deadlines, tracking unfinished work, and maintaining accuracy despite interruptions.
Preparing and proofreading documents and correspondence; processing payments and verifying amounts and coding; performing fingerprinting and other assigned administrative duties.

Successful completion of a thorough background investigation is required. Please note that the Police Department background process may take up to 45 days.

Qualifications, Special Certifications And Licenses

KNOWLEDGE, SKILLS, AND ABILITIES:

Considerable knowledge English grammar; proofreading, administrative and records procedures, electronic filing, basic arithmetic, and standard office equipment. Working knowledge of Microsoft Word, Excel, Outlook, and computer-based information systems; understanding of the importance of complete, accurate records and responsible handling of confidential information. Demonstrated skill entering and verifying data accurately; comparing records and recognizing discrepancies; organizing files and tracking pending work; providing tactful customer service; communicating clearly verbally and in writing; and using critical thinking to resolve routine problems within established procedures. Demonstrated ability to learn and apply records management systems functions; follow written instructions and established procedures; sustain attention to detail during repetitive and interrupted work; multitask and adjust priorities while maintaining accuracy; protect sensitive information; exercise sound judgement and recognize when to seek guidance; and work independently and collaboratively in a fast-paced environment.

Minimum Training And Experience

High School Diploma or GED
Two years of related clerical or office support experience
An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification

LICENSING, CERTIFICATIONS, And/or OTHER SPECIAL REQUIREMENTS

A Notary Public designation may be required for some assignments.

Americans With Disabilities Act Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Veronica Kenner, by email at HR-ADA@rva.gov.

This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

City of Richmond Values Veterans.

We are an official V3 Certified Company.

The City of Richmond is a proud partner with the US Army Partnership for Your Success PaYS Program.

With over 4,000 employees, the City of Richmond is an "Employer of Choice" among cities throughout the nation. The City strives to hire and retain employees who bring dedication and talent to the workforce. Offering a competitive, cost effective, and quality benefits package is one element of an "Employer of Choice".

The City offers a full range of benefit programs from initial hire through retirement. Please visit our Web site for details.

10-point compensable veteran. You must have an existing compensable service-connected disability of 10 percent or more. Other 10-point veteran include disabled veteran or a veteran who was awarded the Purple Heart for wound or injuries received in action, veteran's widow or widower who has not remarried, wife or husband of a veteran who has a service-connected disability, widowed, divorced or separated mother of an ex-service son or daughter who died in action, or who is totally and permanently disabled. Do any of these apply?

5-point veteran's must have been discharged under honorable conditions and had one of the following: Active duty in the Armed Forces of the United States, in a war, or during the period 4/28/52-7/1/55 or active duty for more than 180 consecutive days other than for training, any part of which occurred during the period beginning 2/1/55 and 10/14/76 or active duty during the Gulf War sometime between 8/2/90 - 1/2/92 or active duty in a campaign or expedition for which a campaign badge has been authorized or active duty for which more than 180 consecutive days other than for training, any part of which occurred during the period beginning 9/11/2001 and ending on the date prescribed by the Presidential proclamation or by the law as the last date of operation Iraqi Freedom. Do any of these apply?

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