Court/Records Technician

City of Westerville; Westerville (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Westerville seeks a Court / Records Technician I to manage court and police records, assist the public with requests, and process reports. Responsibilities include updating records, handling confidential information, and coordinating with Division personnel under policies and state laws.

Under supervision, you will enter data, verify records, and respond to public inquiries, ensuring accuracy, timeliness, and compliance with public records laws.

Qualifications

• Secondary education or equivalent required; credential details in posting.
• Must possess and maintain Public Notary certification and LEADS certification.
• Must possess and maintain a valid State of Ohio driver's license and insurability.

Responsibilities

• Review and prepare citations for court; enter data into computer systems.
• Process daily police reports including incident and arrest records.
• Enter and maintain arrest, field inquiry, and other reports in databases.
• Verify LEADS information and release criminal records when appropriate.
• Receive inquiries from the public; assist with forms and records requests
• Coordinate dispositions, payments, and releases; notify agencies as required.
• Adhere to safety standards and maintain regular attendance.

Skills

Public interaction

Discretion

Attention to detail

Critical thinking

Education

High school diploma or GED

Public Notary certification

LEADS certification

Tools

Microsoft Office

LEADS

Brazos

NeoGov

DW Spectrum

Adobe Pro

Axon

Guardian Tracking

Job description

This is skilled and confidential records work for the Division of Police. Work involves developing, maintaining, updating and disseminating a wide variety of police records and information, in compliance with confidentiality requirements and significant contact with the public (often under stressful conditions) and Division personnel. Work also involves accounting for police evidence and property.

Under the immediate direction of the Records Shift Supervisor, the Court / Records Technician I is responsible for managing court and police records, assisting the public with various requests, and processing reports.

Employee must be able to deal effectively with the public, update and maintain police records accurately and in a timely manner, and interact effectively with sworn staff, in compliance with state, federal, and local rules and regulations regarding police records and release of criminal history information. Work is reviewed for quality and adherence to policies and procedures.

For purposes of 42 U.S.C. 12101

1. Review and prepare all citations for court; assign case identification data; enter pertinent information into computer; order transcripts, reports and record checks; prepare waivers, judgment entries; send summons and rescheduling notices.
2. Process daily reports including incident reports, accident reports, citations, vehicle impounds, arrests and charges.
3. Enter and maintain police arrest, criminal, field inquiries, and other reports and records into the computer; locate information, type a variety of city, state, and federal reports and correspondence'; maintain various police information program data; notarize juvenile and adult charges; process, enter, and file court dispositions.
4. Examine records for LEADS verifications; ensure records files are properly maintained; approve the release of criminal records checks and copies of police reports when appropriate; maintain statistical tracking to assist in compiling state and federal crime information.
5. Receive and route non-emergency telephone calls; respond to questions and problems from the public; direct calls and citizens to other departments; greet and screen visitors to the Division; assist the public in the completion of various forms and the handling of various problems; provide assistance with traffic accident records, applications, lost animals, and other concerns; release information on crimes, accidents, or other incidents to the media, ensuring compliance with established policy and the Ohio Public Records Laws.
6. Record and enter dispositions into the court database; process payment plans, commitments and releases to/from jail; suspend licenses, reports convictions to BMV, and BCI&I as required by law; complete and send required documentation to appropriate agencies; coordinate the seizure/immobilization of vehicles with owners, lien holders, BMV, and coordinators.
7. Meet all job safety requirements and all applicable safety standards that pertain to essential functions; must demonstrate regular and predictable attendance; maintain required licenses and/or certifications.
8. Performs other duties as assigned.

EQUIPMENT OPERATED

The following are examples only and are not intended to be all inclusive:

Calculator, computer, computer software (e.g., Microsoft Office, LEADS, Brazos, NeoGov, DW Spectrum, Adobe Pro, Axon, Guardian Tracking, and other applicable computer software programs), mobile phone, copier, scanner, telephone, postage machine, and other standard modern business office equipment, motor vehicle.

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT:

Has exposure to chemical compounds found in an office environment (e.g., toner, correction fluid, etc.); has contact with potentially violent or emotionally distraught persons; this is considered sedentary work and the employee must demonstrate the ability to perform the physical demands required of the position in accordance with the U.S. Department of Labor’s physical demands strength ratings.

In cases of emergency, unpredictable situations, and/or department needs, may be required to lift, push, pull, and/or carry objects heavier than D.O.L. strength ratings recommend.

An example of acceptable qualifications:

• Completion of secondary education or equivalent (high school diploma or GED); and
• Entry level / no prior experience.
• Must possess and maintain a valid Public Notary certification and LEADS certification.
• Must possess and maintain a valid State of Ohio driver’s license and must remain insurable under the City’s vehicle insurance policy.
• Any combination of education, training, and/or experience equivalent to the minimum qualifications stated above.

KNOWLEDGE, SKILLS, AND ABILITIES:

(*Indicates developed after employment)

• KNOWLEDGE OF:court processes, procedures, policies, legal documents, laws, and other legal factors pertaining to the court; organization, operations, functions and scope of the authority of the court; Ohio Incident-Based Crime reporting data collection and submission specifications; Ohio Public Records Laws; modern office practices and procedures; city goals and objectives*; city policies and procedures*.
• SKILL IN: use of modern office equipment and software; record management; computer operation; critical thinking; judgment and decision making.
• ABILITY TO:secure confidential information; handle sensitive public contacts and to deal tactfully, courteously, and authoritatively with the public in person and over the telephone; understand and follow oral and written instructions; demonstrate professionalism; apply management principles to solve agency problems*.

POSITIONS DIRECTLY SUPERVISED:

None.