Records/Id - Customer Service Representative I, II - Police Records

City of Abilene•Abilene, TX

19h•$15 - $19•Onsite

About The Position

Under general supervision, to perform a variety of responsible clerical, secretarial, administrative, and bookkeeping duties with considerable public contact. This position does not exercise supervision. The role involves communicating with customers regarding open records inquiries, case management requests, and other law enforcement information. Responsibilities include receiving payments, processing and selling case reports, retrieving mail, transcribing dictated narratives, releasing vehicles from Police impound, maintaining files, performing ink fingerprinting, and coding case reports for database reporting. The Customer Service Representative II also assists in training new employees and provides mentorship to Customer Service I employees, and may perform generalized duties for higher-level positions.

Requirements

Principles and practices of excellent customer service.
General office practices and related software applications.
English language, vocabulary, proper spelling, grammar, and punctuation.
Understand and interpret procedures, principles, and policies of the Abilene Police Department and City of Abilene.
Communicate effectively and professionally with customers and fellow co-workers, both verbally and in writing.
Analyze and resolve open records requests efficiently.
Maintain a high level of attention to detail and accuracy in all tasks.
Operate various office equipment, including, but not limited to, a computer, printer, copier, fax, and dictation system.
Type a minimum of 40 words-per-minute.
Maintain a professional demeanor while completing duties related to graphic and violent events.
Interpret and apply policies, procedures, and regulations to varied situations.
Work independently and manage multiple priorities in a fast-paced environment.
Work under pressure, exercise sound judgment, and make effective decisions both during and outside of regular work hours.
Demonstrate a positive attitude and strong initiative.
Understand and follow oral and written instructions.
Maintain a high level of confidentiality and professionalism.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
A high school diploma or GED is required.
One (1) year as a Customer Service Representative I or equivalent is required (CSR II).
Bloodborne Pathogens training, HazCom training, and HIPAA Compliance training are required within sixty (60) days of employment.
Must be at least 18 years of age.
Pass a Criminal Justice Information System (CJIS) background check.
No felony or Class A-Misdemeanor convictions.
No Class B-Misdemeanor convictions in the past ten (10) years.
No pending Class B-Misdemeanor or higher charges.
US citizenship is required.
Work on weekends and holidays.
Work during extreme weather conditions.

Nice To Haves

Previous data entry and transcription is preferred (CSR I).
Previous experience within the Law Enforcement or Legal discipline is preferred (CSR I).
A valid current Texas driver license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred (CSR I & II).

Responsibilities

Communicate with customers by phone, mail, email, and in-person to provide assistance regarding open records inquiries, case management requests, and other law enforcement information.
Receive payments and issue receipts for cash, credit card, check, and money order transactions.
Use Law Enforcement Records Management System to process, review, and sell case reports, arrest reports, and accident reports for accuracy and statistical data.
Retrieve and open mail from the post office and other drop box locations.
Hear, understand, and interpret dictated narratives from sworn personnel by utilizing either headphones or earbuds.
Transcribe narratives and interviews via dictation software and other forms of digital media associated with case reports with a high level of accuracy in a timely manner.
Research, review, and release non-evidentiary vehicles from the Police impound, completing financial transactions.
Communicate with Dispatch, Patrol, Criminal Investigation Divisions, District Attorney’s office, Municipal and Court Courts, legal representatives, and Police Administration, regarding sensitive and violent topics with a high level of professionalism and integrity.
Maintain files of financial and law enforcement information in compliance with Texas State Records Retention Schedules.
Perform ink fingerprinting for members of the public and other law enforcement agencies for background checks and various purposes.
Review and code case reports for the purpose of reporting data to local, state and federal databases.
Review and enter violent crimes into the FBI’s Violence Crime Apprehension Program (ViCAP) database in compliance with Molly Jane’s Law.
Assist in the training of new employees, as assigned (CSR II).
Provide training and mentorship to Customer Service I employees, ensuring they understand their duties and perform them effectively (CSR II).
Perform generalized duties and support for the Customer Service Representative III - IBR - Police Records and/or Customer Service Representative III - Open Records - Police Records position, as assigned (CSR II).
Perform other job-related duties and responsibilities as assigned.