Records Specialist

Grandview, MO; Grandview (MO); On-site; USD 36,000 - 52,000; Full time

Job summary

City of Grandview's Police Department seeks a Records Specialist to maintain confidential records, assist the public, and support daily office operations with accuracy and discretion. You will transcribe reports, enter data in law enforcement databases, verify information, process permits and payments, and help investigators while providing excellent customer service to both English and Spanish speakers.

This role also requires strong attention to detail and collaboration with multiple city

Qualifications

• High school diploma or equivalent.
• Two years of office support and customer service experience.
• Ability to obtain NCIC certification within three months of employment.
• ALERT/MULES certification required.

Responsibilities

• Transcribe confidential police reports and prepare correspondence, forms, documents, and other materials.
• Enter and update information in law enforcement databases, including arrests, warrants, lost or stolen property, and police activity.
• Review and verify information for accuracy and completeness.
• Provide criminal history information to investigators as authorized.
• Process supplemental reports from investigators according to established procedures.
• Answer and route telephone calls and assist callers with questions or connect them with the appropriate person or agency.
• Greet and assist visitors to the Police Department.
• Receive citizen complaints and process payments for police services.
• Maintain records related to alarm responses, including verifying addresses, processing applications, assigning permit numbers, and preparing correspondence.
• Process traffic citation records, including electronic and handwritten citations.
• Collect traffic stop information and assist with preparation of the annual Missouri Traffic Stop analysis.
• Maintain records related to towed vehicles and prepare required notifications.
• Process liquor and solicitor permit applications.
• Conduct authorized background checks, prepare permits, and fingerprint applicants.
• Retrieve and distribute police information to authorized individuals and agencies in accordance with established guidelines.
• Sort, file, copy, and distribute Department records and files.
• Perform other related duties as assigned

Skills

Detail-oriented

Customer service

Communication

Data entry

Confidentiality

Bilingual English/Spanish

Education

High school diploma or equivalent

Job description

With this being my first official full time job with benefits, it has really turned around my outlook on personal growth and my life has changed so much. I am a real adult with more personal and professional responsibilities than ever before. It’s an adjustment with pros and cons, but a massive improvement overall!

What satisfies me the most in my position here at the city is being able to help both English and Spanish speaking customers. Working for the city has helped me grow by giving me the confidence to get out of my comfort zone and trying new things after being a stay-at-home mom for 15 years.

A team first mentality, I'd say that fits. They really do try and include every department in on, [sic] on-going activities with the city. Not to mention open to listening to concerns that one may have.

Trai Rule , 06/02/2023

I continue to choose Grandview after 8 years because we can see the impact we have on the community directly. There are other larger cities near us that may pay more but it is more difficult to implement change and to have as much of an impact as we are able to here. At Grandview, you are not just a cog in the wheel you are part of the team. I also continue to choose Grandview because leadership recognizes staffs career or educational goals and helps you to get there.

The City of Grandview Police Department is seeking a detail-oriented, dependable, and customer-focused Records Specialist to join our team.

The Records Specialist plays an important role in the daily operations of the Police Department by maintaining accurate and confidential police records, assisting members of the public, processing reports and permits, and providing administrative support to Department personnel.

This position is a great fit for someone who enjoys working with details, is comfortable handling confidential information, provides excellent customer service, and can manage multiple responsibilities in a professional office environment.

What You'll Do

As a Records Specialist, you will:

• Transcribe confidential police reports and prepare correspondence, forms, documents, and other materials
• Enter and update information in law enforcement databases, including arrests, warrants, lost or stolen property, and police activity
• Review and verify information for accuracy and completeness
• Provide criminal history information to investigators as authorized
• Process supplemental reports from investigators according to established procedures
• Answer and route telephone calls and assist callers with questions or connect them with the appropriate person or agency
• Greet and assist visitors to the Police Department
• Receive citizen complaints and process payments for police services
• Maintain records related to alarm responses, including verifying addresses, processing applications, assigning permit numbers, and preparing correspondence
• Process traffic citation records, including electronic and handwritten citations
• Collect traffic stop information and assist with preparation of the annual Missouri Traffic Stop analysis
• Maintain records related to towed vehicles and prepare required notifications
• Process liquor and solicitor permit applications
• Conduct authorized background checks, prepare permits, and fingerprint applicants
• Retrieve and distribute police information to authorized individuals and agencies in accordance with established guidelines
• Sort, file, copy, and distribute Department records and files
• Perform other related duties as assigned

What We're Looking For

The ideal candidate is organized, accurate, professional, and able to work with confidential and sensitive information. Because this position interacts regularly with Police Department personnel, other government agencies, and members of the public, strong communication and customer service skills are important.

Minimum Qualifications

• High school diploma or equivalent
• Two years of office support and customer service experience
• An equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities may be considered
• Ability to obtain NCIC certification within three months of employment
• ALERT/MULES certification required

Preferred Experience

• Previous office or records support experience in a law enforcement setting

Skills for Success

We're looking for someone who can:

• Accurately review, classify, organize, prioritize, and enter information
• Work within established policies, procedures, statutes, and guidelines
• Exercise discretion and good judgment when handling sensitive information
• Maintain confidentiality of police and criminal justice records
• Follow written and verbal instructions
• Communicate professionally both verbally and in writing
• Explain established procedures and requirements to others
• Work effectively with Police Department employees, court personnel, the Department of Revenue, other City departments, outside agencies, and members of the public
• Perform basic mathematical calculations
• Make appropriate decisions when comparing information against established standards and requirements
• Manage multiple responsibilities while maintaining accuracy and attention to detail

Physical Requirements & Work Environment

This position is primarily performed in an office environment and requires the ability to:

• Operate computers, telephones, printers, copiers, calculators, and other standard office equipment
• Perform data entry and other tasks requiring hand-eye coordination
• Work for extended periods at a computer or workstation
• Perform sedentary to light physical work
• Occasionally lift, carry, push, or pull objects weighing approximately 5-10 pounds
• Recognize and distinguish characteristics of shapes and sounds associated with job-related materials and tasks

Work is generally performed in a safe and comfortable office environment. The position interacts with members of the public and may occasionally encounter irate individuals.

Why Join the City of Grandview?

As a Records Specialist, your accuracy and attention to detail directly support Police Department operations and help ensure officers, investigators, other agencies, and members of the community receive the information and assistance they need.

The City of Grandview is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective and current employees to discuss potential accommodations with the employer.