Police Records Technician

City-of-Suffolk; Suffolk (VA); On-site; USD 32,000 - 46,000; Full time

Job summary

City of Suffolk is seeking an organized clerical/secretarial professional for the City Police Department. You will manage data entry, issue reports to the public, collect payments, and maintain records with accuracy.

Responsibilities include typing, filing, answering inquiries, and processing various permits and tickets. Experience in clerk/secretarial work and VCIN readiness are expected; shift work is required.

Qualifications

• High school diploma or equivalent; 1–2 years clerical/secretarial experience preferred.
• Ability to transcribe from audio/video if assigned to Investigations; VCIN certification required or within 12 months.

Responsibilities

• Work shift; provide copies of criminal histories, reports and collect payments.
• Answer phones and greet visitors; provide information or route inquiries to appropriate personnel.
• Operate data entry equipment to access/process files (criminal histories, tickets, etc.).
• Prepare reports, cellsheets, photographs, and maintain mug books; research incident reports.
• Monitor statewide computer system messages; maintain and retrieve files and records.
• Process payments, issue receipts, prepare deposits, and reconcile cash receipts weekly.
• Process permits, tickets, invoices, and related documents; route mail and communications.
• Type materials from copy or dictation using various formats; ensure spelling/grammar accuracy.
• May train new staff; perform related duties as required.

Skills

Data entry

Typing 40 WPM

Verbal communication

Clerical skills

Record keeping

Education

High school diploma or equivalent

Tools

State/City data entry systems

Job description

Under general supervision, performs a variety of moderately complex clerical and secretarial duties for the City Police Department. Work involves using a variety of data entry equipment in updating and processing data files. Employee is also responsible for providing the general public with copies of criminal histories, accident and offense reports, etc., and collecting payment for same; preparing routine correspondence, reports, files, labels, etc.; screening and independently handling a variety of routine inquiries by telephone and in person; and maintaining a variety of records and files. If assigned to Investigations, employee must be able to transcribe audio and video tapes into written format. Employee must exercise initiative and independent judgment in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public. Reports to the Records Management Supervisor or, if assigned to Investigations, the Investigative Captain.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

• Must be able to work shift work.
• Receives and responds to requests for copies of criminal histories, accident and offense reports; accepts payment for services and provides receipts.
• Answers telephone and greets visitors; receives inquiries and provides information based on detailed knowledge of department services, policies and procedures, or refers inquiries to appropriate personnel.
• Operates data entry equipment to access, review and/or process computer files such as criminal histories, stolen items, missing or wanted persons, license checks, traffic summons, arrest forms, interviews, etc.; prepares crime, accident, and cellsheet film; distributes developed and received printed photographs to Police Officers and Detectives; compares cellsheet information to photographs and attaches identifying names and numbers and files; maintains mug books.
• Researches incident base reports for case reports and cellsheet information; researches discrepancies.
• Monitors incoming messages from statewide computer system.
• Establishes and maintains a variety of files; retrieves files, folders and index cards.
• Prepares and transmits teletype messages and facsimiles, as necessary.
• Accepts payments for services; writes receipts, prepares deposits; reconciles cash receipts weekly.
• Processes chauffeur's license, parade permits, demonstration permits, solicitation permits, parking tickets, invoices, validations, and abandoned vehicles.
• May type materials from typed or handwritten copy or machine dictation, which requires use of a variety of complicated formats for preparing correspondence, reports, files, permits, labels, roll call sheets, witness lists, statements from crime victims, defendants, witnesses and others, and manuscripts; assumes responsibility for correctness of spelling, punctuation, format and grammar; compiles paperwork and prepares records and copies.
• May type internal affairs investigations from tapes or statements.
• May order and maintain supplies for criminal investigative services and special investigative services.
• May process crime scene film to be sent to the lab for developing and records photos once developed and returned into ledger and forward to requesting officers; prepare negatives for file; research photo negatives when being requested for a subpoena of records.
• Processes and routes mail for department.
• May train new staff.
• Performs other related duties as required.

Graduation from high school including or supplemented by course work in secretarial sciences or business practices, and one to two years' experience in clerical and secretarial work; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. If assigned to Investigations, requires previous experience or any equivalent combination of training and experience in transcription from video and/or audio tapes. Must hold Virginia Criminal Information Network (VCIN) certification or become certified within twelve (12) months of employment.

Must provide typing test result to show proof of at least 40 words per minute.

• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability to speak and/or signal people to convey or exchange information. Includes receiving assignments, instructions and/or directions from superiors.
• Ability to read a variety of reports, correspondence, forms, etc.
• Ability to prepare correspondence, reports, forms, teletype messages, etc. Must be able to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to plan work and develop procedures; to learn and/or evaluate complex information in order to make judgments and decisions. Must be able to make independent judgments in absence of supervision. Must be able to acquire knowledge of topics related to primary occupation.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using standard high school level English.
• Ability to utilize mathematical formulas. Must be able to add, subtract, multiply and divide. Must be able to utilize decimals and percentages.
• Ability to inspect items for proper length, width and shape.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress.
• Knowledge of grammar, spelling, punctuation and vocabulary.
• Knowledge of the programs, policies and procedures, organization and function of the City Police Department.
• Knowledge of modern office practices, procedures, equipment and standard clerical techniques.
• Knowledge of the programs utilized by the State police and has the ability to retrieve records from same.
• Skill in the operation of a computer, or electronic data-entry equipment.
• If assigned to Investigations, ability to effectively and efficiently transcribe information from video or audiotapes into typed format.
• Ability to make minor administrative decisions in accordance with laws, ordinances, regulations and departmental policies and procedures.
• Ability to maintain a variety of moderately complex records and to compile reports from such information.
• Ability to type with accuracy at the speed required by the position.
• Ability to communicate effectively in oral and written form.
• Ability to exercise independent judgment, discretion and initiative in completing assignments.
• Ability to exercise considerable tact and courtesy in frequent contact with the general public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.