Police Records Technician

City of Gillette, WY; Gillette (WY); On-site; USD 34,000 - 42,000; Full time

Job summary

The City of Gillette, WY is seeking a Records Clerk to perform technical duties in the maintenance of department records. You will enter and retrieve data from databases including WCJIN/NCIC, assist the public, and process non-emergency dispatch calls.

Responsibilities include transcribing reports, entering traffic and arrest data, handling records requests, and preparing monthly and annual statistical reports. You will also manage cash receipts and notarize documents as required.

Qualifications

• High school diploma or GED required.
• 1–2 years of related experience or completion of an apprenticeship/internship.
• WCJIN/NCIC certification required or obtainable.

Responsibilities

• Enter and retrieve data from computerized databases, including WCJIN/NCIC.
• Provide customer services; provide information and assistance.
• Receive and respond to non-emergency calls for dispatch.
• Transcribe reports and enter data into computerized database.
• Enter traffic accident, traffic citation, traffic warning, and parking ticket data.
• Enter arrest records.
• Process records requests.
• Prepare monthly and annual statistical reports.
• Receive fees for requested reports; record receipts, balance cash drawer, and prepare deposits.
• Scan and index records and reports.
• Notarize documents.
• File a variety of documents.
• Prepare case files.
• Perform related duties.

Skills

Prioritizing and organizing work

Customer service

Records management guidelines

Office software proficiency

WCJIN/NCIC policies

Open records laws

Oral and written communication

Data entry

Office equipment familiarity

Education

High school diploma or GED

WCJIN/NCIC certification

Tools

Scanner

Fax machine

Copier

Computers/office software

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.