Administrative Technician, Senior - Warrant Services Unit

City of Richmond, Virginia; Richmond (VA); On-site; USD 40,000 - 55,000; Full time

Job summary

The City of Richmond Police Department is looking for an experienced Administrative Technician, Senior. This role involves managing warrant information, providing customer service, and ensuring compliance with legal requirements. The ideal candidate will have strong attention to detail and excellent communication skills. Responsibilities include data entry, record keeping, and liaising with law enforcement. This position requires a high school diploma and relevant experience in clerical support.

Qualifications

• Three years of related clerical or office support experience.
• Knowledge of VCIN/NCIC requirements.

Responsibilities

• Enter and update warrant information in databases.
• Maintain accurate records related to warrants and protective orders.
• Liaise with law enforcement agencies for warrant execution.

Skills

Customer Service

Attention to Detail

Critical Thinking

Analytical Skills

Education

High School diploma or GED

Tools

Microsoft Word

Excel

Outlook

Job description

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

The City of Richmond Police Departmentis seeking a qualified and experienced Administrative Technician, Senior to join the Department's Warrant Services unit. The successful candidate will provide internal and external customer services, handling telephone inquiries, and handling requests within the magistrate’s window located at the Richmond City Justice Center. This role requires a candidate with strong customer service skills, attention to detail, to handle sensitive information responsibly and interact with the public in a tactful, professional manner.

Warrant Management

• Enter and Update Warrants: Responsible for entering and updating warrant information in law enforcement databases and systems. This includes arrest warrants and other legal documents.
• Review Warrants for Accuracy: Ensure all warrants are accurate and complete, cross-referencing details such as names, charges, case numbers, and dates to avoid errors.
• Modify Existing Warrants: Process modifications to existing warrants or court orders as necessary, including adding or removing conditions or making corrections.
• Monitor Warrant Status: Track the status of outstanding warrants and report on the progress of warrant service or execution.

Data Entry and Record Keeping

• Maintain Databases: Enter and maintain accurate records related to warrants, protective orders, and other legal documents in the department's database systems. Ensure data integrity and confidentiality are maintained.
• Create and Maintain Logs: Maintain detailed logs or tracking systems to ensure all documents are accounted for and follow the correct procedure.
• Generate Reports: Produce regular reports on the status of warrants, protective orders, and other relevant documentation for department management.

Communication and Coordination

• Liaise with Other Law Enforcement Agencies: Communicate with other law enforcement agencies, courts, and legal entities to ensure warrants and court orders are properly executed and followed up.
• Notify Officers of New Warrants: Inform police officers of new or modified warrants, ensuring that the necessary information is distributed in a timely manner.
• Coordinate with Bailiffs and Court Staff: Work with court personnel to ensure that warrants and protective orders are executed in line with court instructions and any updates are communicated effectively.

Compliance and Legal Assistance

• Ensure Compliance with Legal Requirements: Ensure that all documents comply with local, state, and federal laws and regulations related to warrants and protective orders.
• Assist with Legal Research: Conduct basic legal research to ensure that proper procedures are followed when handling warrants or related documents.
• Maintain Confidentiality: Handle sensitive information, including criminal records, warrants, and legal documents, with the utmost discretion and in compliance with privacy laws.

Customer Service and Support

• Assist Public and Law Enforcement: Answer inquiries from law enforcement officers, the public, attorneys, and other stakeholders regarding the status of warrants or legal documents.
• Provide Support for Warrant Services Team: Provide administrative support to warrant officers, investigators, and other members of the Warrant Services Division, helping to ensure the smooth operation of daily activities.

Training and Supervision

• Train New Staff: Assist in the training of new employees, particularly those in entry-level or part-time administrative roles within the division.
• Supervise Staff: Depending on the department’s structure, an Administrative Technician Senior may be responsible for overseeing the work of lower-level administrative staff, ensuring accuracy and efficiency in all tasks.

Special Projects and Tasks

• Assist in Special Projects: Support the division with special projects or initiatives, such as audit preparation, policy updates, or process improvements.
• Maintain Inventory: Keep track of division-related supplies and materials, such as forms, legal documents, or office equipment.

Successful completion of an interview and thorough background investigationisrequired.

PleasenotethatthePoliceDepartmentbackgroundprocessmaytakeupto45-60days. An applicant disqualified from the Police background process may reapply a year after disqualification.

Considerable knowledgeof English language and grammar; experience with standard office equipment such as office machines, multi-line phone, computers, copier, fax, scanning machine, etc.; software such as Microsoft Word, Excel, and Outlook; basic arithmetic calculations and mathematics; administrative and clerical procedures such as word processing, managing files and records, designing forms, and business principles

Demonstrated skills entering data accurately; maintaining confidentiality; utilizing critical thinking and analytical skills to solve problems; demonstrating excellent customer service; data entry; customer service; oral and written communication

MINIMUM TRAINING AND EXPERIENCE:

• High School diploma or GED
• Three 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:

• Some assignments may require a valid Driver's License with a satisfactory driving record and a valid Commonwealth of Virginia Driver's License within 30 days of hire.

• Knowledge of VCIN/NCIC requirements and the necessary guidelines for warrant and court document entries.