Police Records Technician

City of Gillette (WY); Gillette (WY); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Gillette seeks a Records Clerk to maintain department records, enter data into databases, and handle public records requests in a fast-paced office.

You will provide customer service, respond to calls for dispatch, prepare reports, index files, notarize documents, and support open records compliance using WCJIN/NCIC guidelines.

Qualifications

• Possession of a high school diploma or GED.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Possession of or ability to readily obtain WCJIN/NCIC certification.

Responsibilities

• Enters and retrieves data from a variety of computerized databases, including WCJIN/NCIC database.
• Provides customer services; provides information and assistance.
• Receives and responds to non-emergency calls for dispatch.
• Transcribes reports and enters data into computerized database.
• Enters traffic accident, traffic citation, traffic warning, and parking ticket data.
• Enters arrest records.
• Processes a variety of records request.
• Prepares monthly and annual statistical reports.
• Receives fees for requested reports; records receipts, balances cash drawer, and prepares deposits.
• Scans and indexes records and reports.
• Notarizes documents.
• Files a variety of documents.
• Prepares case files.
• Performs related duties.

Skills

Office procedures

Customer service

Data entry

Records management

Computer software

Oral and written communication

Attention to detail

Education

High school diploma or GED

WCJIN/NCIC certification

Tools

WCJIN/NCIC system

Database software

Scanner

Fax machine

Copier

Job description

This position performs technical duties in the maintenance of department records

• Enters and retrieves data from a variety of computerized databases, including WCJIN/NCIC database.
• Provides customer services; provides information and assistance.
• Receives and responds to non-emergency calls for dispatch.
• Transcribes reports and enters data into computerized database.
• Enters traffic accident, traffic citation, traffic warning, and parking ticket data.
• Enters arrest records.
• Processes a variety of records request.
• Prepares monthly and annual statistical reports.
• Receives fees for requested reports; records receipts, balances cash drawer, and prepares deposits.
• Scans and indexes records and reports.
• Notarizes documents.
• Files a variety of documents.
• Prepares case files.
• Performs related duties.

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of records management guidelines.
• Knowledge of WCJIN/NCIC policies and procedures.
• Knowledge of open records laws.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Records Supervisor assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and department policies and procedures, WCJIN/NCIC regulations, state open records laws, and state records retention guidelines. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related technical and customer service duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to perform technical duties in the maintenance and processing of department records. Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

• Contacts are typically with co-workers, other city employees, representatives of other law enforcement agencies, court personnel, attorneys, insurance company representatives, and members of the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Possession of a high school diploma or GED.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Possession of or ability to readily obtain WCJIN/NCIC certification.