Administrative Technician* - Central Records

City of Richmond; Richmond (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Richmond Police Department is seeking an Administrative Technician for the Central Records Unit. The role combines front‑line customer service with careful records review, processing, and maintenance of police files.

You will assist at service windows, respond to inquiries, and use the records system to locate and process information. Applicants must be detail‑oriented, able to manage multiple tasks, and uphold confidentiality.

Qualifications

• High School Diploma or GED.
• Two years of related clerical or office support experience.
• An equivalent combination of training and experience may be used.

Responsibilities

• Provide courteous, professional service at public service windows and by telephone; clarify requests and locate information.
• Learn and use the records management system to search, retrieve, review, and process police records.
• Review reports for completeness and accuracy; identify discrepancies and missing information.
• Make authorized corrections and coordinate unresolved records issues with staff.
• Enter, update, scan, index, and maintain records and logs; verify accuracy.
• Handle confidential information and follow access and retention procedures.
• Balance customer service with record processing and internal requests; track deadlines.
• Prepare and proof documents; process payments and perform fingerprinting and other duties.

Skills

English grammar

Proofreading

Administrative procedures

Records procedures

Electronic filing

Basic arithmetic

Office equipment

Data entry accuracy

Customer service

Communication

Critical thinking

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Computer-based information systems

Job 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 judgement, 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.

• 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.

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.

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.