Performs administrative support functions in the areas of records in the Police Department. Responsible for the processing, collection, and storage of police records, reports, and information. Requires detailed knowledge of federal and state guidelines or internal departmental procedures for the processing and storage of records. Follows standard processes and to assure the safety and security of records. Work is supervised by a higher level records supervisor in the department and is reviewed through observation, conferences, reports, state audits and review of work performed in the assigned function.
MINIMUM QUALIFICATIONS: Graduation from high school and some work experience in records or general clerical work; or an equivalent combination of education and experience.
SPECIAL REQUIREMENTS: Obtain DCI/NCIC certification by the State of North Carolina. Notary public license issued by the State of North Carolina. Training on NIBRS coding and reporting guidelines.
General Statement of Duties
Performs administrative support functions in the areas of records in the Police Department.
Distinguishing Features of the Class
An employee in this class is responsible for the processing, collection, and storage of police records, reports, and information. Work requires detailed knowledge of federal and state guidelines or internal departmental procedures for the processing and storage of records. Employees are expected to follow standard processes and to assure the safety and security of records. Work is supervised by a higher level records supervisor in the department and is reviewed through observation, conferences, reports, state audits and review of work performed in the assigned function.
Essential Duties and Illustrative Examples of Work
Receives, sorts and distributes a high quantity of reports and records daily. Prepares daily release of police reports for variety of persons; including news media, and external and internal customers. Position involves high volume of copying and scanning of material. Must be familiar with public records law and internal policy regarding release of information.
Must perform a daily computerized record review and verify this review against police reports, arrest reports, citations, parking tickets, accident reports, etc. to ensure accountability to police records received.
Responsible for maintenance of incident reports, supplemental reports, arrest sheets, juvenile contact sheets, citations, accident reports, and parking ticket entry into computer system.
Performs accurate/controlled entry into the Department’s computer system of all required police records to maintain the integrity of the system. Must have a comprehensive understanding of Code Tables in order to perform this task accurately. Attendance of the State Coding Class, guidebook and related experience are necessary for the performance for this task.
Receives and disseminates information through the use of the DCI system as required by departmental policy and by DCI rules and Regulations.
Serves as second/third party check and balance for stolen property files; wanted persons files, and missing persons files in accordance with State standards for NCIC/DCI entries.
Performs driver’s history and state criminal record checks for attorneys. Runs criminal history information on defendants for district attorney’s office and officers. Must have comprehensive knowledge of NCIC requirements and maintenance of files on these requests.
Submit all Domestic Violence Reports to appropriate court personnel requirement of the courts. Maintains a submission file.
Serves as back up for state’s electronic warrant system and performs updates to internal warrant and subpoena lists as required.
Researches police records for public and internal requests; handles information confidentially and in accordance with laws and operating procedures.
Receives fees for incident and accident reports; parking fines; and notary services; balance and forward daily fees received to Finance following approved money handling procedures.
Serves as information source for police records for insurance companies, attorneys, clerk office, district attorney’s office, news media, and the general public.
Assists other Department personnel with data entry and retrieval.
Scans and attaches paperwork and maintains a variety of files utilizing numbering and color system for all reports.
Performs clerical duties required for the operation of the records function of the Department.
This position carries a high degree of contact through walk-in customers and telephone requests. It also communicates directly with officers and supervisors reference to paperwork and report entry including any needed corrections.
Must be able to maintain concentration throughout constant interruption.
Knowledge, Skills, and Abilities
Working knowledge of records, public records laws, storage processes and procedures.
Ability to input data into computer based on federal and state guidelines or internal procedures.
Ability to plan and organize work in order to meet needs for the law enforcement efforts.
Ability to communicate effectively in oral and written forms.
Ability to develop and maintain effective working relationships with law enforcement officers and staff, other law enforcement agencies, and the general public.
Ability to handle multiple priorities.
Ability to meet deadlines and work standards which may be performed under stress.
Ability to handle confidential information and records appropriately.
Must be able to physically perform the basic life operational functions of stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, and repetitive motions,
Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
Must possess the visual acuity to prepare data and statistics, operate a computer terminal, do extensive reading, and proofread and perform visual inspection of work performed.
Desirable Education and Experience
Graduation from high school and some work experience in records or general clerical work; or an equivalent combination of education and experience.
Obtain DCI/NCIC certification by the State of North Carolina.
Notary public license issued by the State of North Carolina.
Receive training on NIBRS coding and reporting guidelines.
Fair Labor Standards Act (FLSA) Status