Records Specialist

South Sound 911; Tacoma (WA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Benefits package

Job summary

South Sound 911 is seeking a Records/Front Desk Clerk to perform specialized work with police reports, licenses, fingerprints, and public inquiries. The role involves data entry in RMS, background checks, and coordination with law enforcement agencies in a fast-paced environment.

The position requires strong communication skills, discretion with confidential information, and the ability to multitask across procedures and systems.

Qualifications

• Fluent English with ability to interpret complex rules and procedures.
• Ability to handle confidential information.
• Proficiency with Microsoft Office and database applications.
• Strong problem-solving and independent judgment.
• Good time management and organization.
• Willingness to travel to other local locations as needed.

Responsibilities

• Assist the public at the front counter by phone, email or in person with requests for reports and licenses.
• Enter and manage records in the RMS and ensure accuracy.
• Query and update criminal justice information across local, state, and national databases.
• Process background checks and bookings and provide information to agencies.
• Provide training and orientation to staff and cooperate with others.
• Testify in court as required.
• Maintain documentation and support continuity of operations.
• Follow procedures for issuing permits, licenses and collecting fees.

Skills

Public service experience

Fluent English

Education

High school diploma or equivalent

Tools

Microsoft Office

Database applications

Communication systems

Job description

SUMMARY

This position performs technical, complex and specialized work related to WACIC/NCIC entries, Front Counter services, Booking Desk, Concealed Pistol Licenses, Fingerprinting, Public Disclosure, and management of law enforcement reports and information systems. Communicates with law enforcement and other agencies to obtain and provide information; provides information and assistance to the public via phone, email and in-person. Perform background checks, issue concealed pistol licenses. This position requires ongoing multitasking ability, and work is performed using independent judgment and decision making under limited supervision.

ESSENTIAL FUNCTIONS

Assist the public at the front counter, on the phone or electronically with requests for police reports, licenses, permits, registrations, fingerprints, criminal history and other documents or information; assist the public in preparing various forms and reports and providing routine information and assistance. Issue permits, licenses and collect fees according to established procedures.

Receive, process and distribute a variety of law enforcement reports according to established procedures. Enter, supplement, and approve law enforcement records/reports into the Records Management System (RMS); check for accuracy and make corrections as needed.

Query, enter, modify and clear criminal justice information in local, state, and national databases, to include stolen property and missing persons. Quality check and second check ACCESS entries as required.

Conduct criminal history background requests and process bookings at local jails; obtain and provide information as required to law enforcement and other appropriate agencies; distribute materials as requested.

Work in a team environment; attend meetings or training during shift or on overtime as directed.

Record-keeping, document retention, report preparation and basic research.

Provide training and orientation to other employees and assist co-workers when needed.

Obtain and maintain certifications required for this position.

Testify in court as required.

Additional duties as assigned and related.

KNOWLEDGE, SKILLS & ABILITIES REQUIRED

Fluent use of the English language, to include the ability to understand and interpret complex rules and procedures, explain and apply applicable laws, ordinances, codes, regulations, policies and procedures.

Ability to work appropriately with confidential material and information.

Ability to work with Microsoft Office software, database applications, and standard communication systems.

Must be able to analyze situations quickly using independent judgment in problem solving and decision-making to adopt an effective course of action.

Time management and organizational skills to work with interruptions and meet expected schedules and timelines.

Communicate efficiently and effectively both orally and in writing using tact, patience and courtesy to maintain cooperative and effective working relationships with others.

Ability to travel to other local locations in a timely manner, as needed for performance of the job.

EDUCATION AND EXPERIENCE

High school graduation or equivalent.

Two years’ experience in positions involving public contact preferred.

WORKING CONDITIONS AND PHYSICAL DEMANDS

The agency operates 24 hours per day, 7 days per week, 365 days per year and work may be required at any time. Overtime work on a volunteer or mandatory basis to cover staffing and/or workload needs. May include extended shifts and/or work on scheduled day(s) off.

While performing the duties of this job, the employee is regularly required to sit at a computer terminal, frequent walking both indoors and out; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, stoop, or kneel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work is performed in an office environment with frequent interruptions. The noise level is generally quiet; this position will interact with employees and customers on a daily basis.

The statements herein are intended to describe the general nature and level of work performed by employee(s) in this job title. The statements are not a complete list of responsibilities, duties and skills required of employee(s) in this job title. Furthermore, the job description does not establish a contract of employment and is subject to change at the discretion of the agency.

South Sound 911 offers the following benefits: https://southsound911.org/wp-content/uploads/2022/12/Benefit-Info-access.pdf