Records Specialist

Town Of Warrenton; Warrenton (VA); On-site; USD 40,000 - 56,000; Full time

Job summary

The Town of Warrenton is seeking a Police Department Records Specialist to perform intermediate administrative support, records keeping, and data entry for police reports and statistics. This non-exempt role reports to the Police Operations Coordinator and offers a path toward a higher operations coordinator level.

Responsibilities include maintaining records, handling cash for record fees, assisting with hiring processes, and providing general administrative support to department staff.

Qualifications

• Education and experience equivalent to a bachelor’s degree in business, public administration, or a related field.
• Experience equivalent to administrative roles and customer service.
• Valid Virginia Driver's License required upon hire; Virginia Notary Public within six months.

Responsibilities

• Collects, organizes, and maintains records and reports; processes requests for reports.
• Enter, verify, and check police reports, statistical data, and criminal history checks for accuracy.
• Verify data accuracy and maintain accountability records of reports to legal offices.
• Serve as cashier for record fees and handle payments for the department.
• Assist with hiring processes, background checks, examinations, and onboarding.

Skills

Record keeping

Police systems

Police reporting

Cash handling

Hiring process

Administrative support

Education

Bachelor’s degree in business/public administration

Tools

Microsoft Office

Job description

Non-Exempt

Grade 3 to 5

POSITION OVERVIEW

Responsible for performing intermediate administrative support work in preparing, reporting, filing, and researching police records. Work is performed under general supervision. For reporting purposes, the immediate supervisor is the Police Operations Coordinator. Career progression into Police Department Operations Coordinator is optional.

Police Department Records Specialist position duties include, but are not limited to:

• Record Keeping: Collects/Organizes and maintains appropriate records, spreadsheets, and processes requests for reports.
• Police System Management: Responsible for entering, verifying and checking police reports, statistical data, criminal history checks, and ensuring completeness and accuracy at time of review.
• Police Reporting: Verifies statistical data and other records for accuracy. Keeps accountability record of reports delivered to Commonwealth Attorney’s office and Town Attorney
• Record Cash Management: Serves as a cashier for collecting record fees, receipt of payments; and other accounts as necessary for the police department.
• Recruiting & Hiring. Assists Human Capital and Command Staff with the department hiring process including background investigation, criminal records check, scheduling examinations, and onboarding.
• Administrative Support. Provide administrative support, such as answering telephone, photocopying, and other general assistance to department members as needed. Support departmental activities and manage workflow to ensure efficiency and productivity. Assists with the duties related to purchasing, managing, maintaining, and tracking inventory of the department's equipment and uniforms. Coordinate and attend police department-sponsored ceremonies and special events. Assists with maintaining the Town website, as directed by the Chief of Police.
• Additional Tasks: Assists as needed to accomplish a variety of reporting requirements in support of Police Operations Coordinator and the Chief of Police.

Requirements

EDUCATION & EXPERIENCE

Level I

Grade 3

Education - Any combination of education and experience equivalent to bachelor’s degree in business, public administration or a related field.

Experience - Any combination of education and experience equivalent to administrative experience.

Level II

Grade 4

Education - Any combination of education and experience equivalent to bachelor’s degree in business, public administration or a related field.

Experience - Minimum of two (2) years of experience in administration or customer service.

Level III

Grade 5

Education - Any combination of education and experience equivalent to bachelor’s degree in business, public administration or a related field.

Experience - Minimum of five (5) years of experience in administration or customer service.

CERTIFICATIONS / LICENSURES

All Levels

• Valid Virginia (VA) Driver's License - Must have upon hire. If relocating to VA, a valid VA drivers’ license is required to be obtained within 1 year from date of hire.
• VA Notary Public - Must have or must be able to obtain and maintain within six (6) months from date of hire

SUCCESS FRAMEWORK

• General knowledge of the practices and procedures for preparing and maintaining Police records knowledge of Police records systems and entry, filing and retrieval procedures; ability to establish and maintain effective working relationships with associates and the public
• Ability to perform and organize work independently and operate standard office equipment
• Ability to enter, retrieve and update Police records using menu-driven Police records and computer programs
• Ability to utilize Microsoft Office suite
• Ability to organize and complete assigned tasks in accordance with work deadlines
• Ability to communicate effectively

EQUIPMENT & TOOLS

The following equipment/tools are commonly associated with the efficiency of the employees’ performance of the function of this job.

• Computer including word processing software, printer, telephone/cellphone, calculator, copy machine, fax machine, and other associated office equipment.

*PHYSICAL ABILITIES

The physical demands described below are representative of those that must be met by an employee to successfully perform essential functions of the job. Work requires the ability to sit, stand, walk for extended periods of time.

• Work requires the ability to complete repetitive wrist, hand, and/or fine motor movement.
• Work requires the ability to grasp, pull, push, and reach.
• Work requires the ability to climb and balance.
• Work requires the ability to talk, hear, listen, and comprehend.
• Work requires the ability to drive and/or operate mechanical equipment.
• Work requires visual acuity of 20 feet or more, visual acuity of 20 inches or less, three dimensional vision, precise hand/eye coordination, the ability to identify and distinguish colors., the ability to identify and distinguish colors.
• Must be able to lift up to 25 pounds.
• Work requires the ability to stoop, kneel, crouch, and/or crawl.

WORK ENVIRONMENT

The following are possible atmospheric conditions commonly associated with the performance of the functions of this job.

• May occasionally be exposed to uncomfortable temperatures, humidity, noise, chemicals or gasses, contagious diseases, airborne particles or pathogens, and/or physical trauma.

EMPLOYEE EXPECTATIONS & CULTURE

Integrity. Do What’s Right.

Empathy. Lead With Understanding.

Inclusion. Welcome Everyone.

Excellence. Deliver Results.

Teamwork. Thrive Together.

Accountability. Own It.

The Town believes that employees are the most valuable resource; therefore, the following beliefs define our culture:

Our Town Vision and Town Values guide our actions.

EXCELLENCE IN ACTION is what we live by.

We are passionate about what we can do for each other and the community through embracing change, adapting as needed, communicating, and collaborating at all levels.

We encourage and promote being the best version of ourselves through personal and professional growth that is supported by the Town training and development initiatives.

We know we perform our best when we are trusted, included, respected, and supported at all levels.

Come join us and become Excellence in Action!

This position requires satisfactory results of a criminal history check, credit history check, and/or drug/alcohol testing.

* The Town of Warrenton offers reasonable accommodation in the hiring and employment process for individuals with disabilities. If you need assistance to accommodate a disability, you may request accommodation at any time.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws, and employees may be required to comply with the changes.

We are an equal opportunity employer. We do not discriminate on the basis of race, religion, color, natural origin, gender, sexual orientation, age, marital status, veteran status, disability, or any legally protected status. We encourage people of all backgrounds to apply. We believe that diversity of perspectives and experiences create a foundation for the best ideas.