Police Records Coordinator

City of Grapevine•Public Safety Building, TX

1d•Onsite

About The Position

Performs a wide variety of general, technical, and complex specialized duties in support of Police Department operations. This role involves extensive administrative and technical tasks related to police records management, statistical reporting, financial transactions, public interaction, and compliance with legal regulations.

Requirements

Excellent organizational and communication skills
Ability to prioritize work
Ability to work in a fast-paced team environment and independently
Ability to apply sound judgment and accurate interpretation of city and police policies and procedures
Ability to make competent decisions in all activities
Ability to perform under stress
Ability to perform a variety of tasks, often changing from one task to another of a different nature without loss of efficiency or composure
Ability to read papers, periodicals, and manuals
Ability to perform detailed recordkeeping
Ability to perform basic arithmetic operations
Ability to write reports, prepare business letters, and summaries with proper format, punctuation, spelling, and grammar
Skill in operating a computer, calculator, telephone, DVD Burner, fax machine, copy machine and scanner
Ability to communicate clearly and courteously with others, both in person and on the telephone
Ability to learn legal issues, Texas Open Records Act, Texas Penal Code, Texas State Library regulations and the Code of Criminal Procedure and other relevant codes and laws
High school diploma or GED
Proficiency with assorted technology and computer software, i.e. Microsoft office, iPods, iPads and scanning equipment
Ability to perform clerical duties, i.e. answering phones
Ability to adapt quickly to a variety computer software and keyboard sizes
Ability to pass typing test at 30 WPM
Must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B Misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order.
Must pass a Federal/National criminal background check and credit check.
Must have a valid Texas driver's license or have the ability to obtain one, with an acceptable driving record as defined by City policy.
Must pass an interview board, background investigation, polygraph examination, Chief's review board, and conditional job offer requirements.
Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order.
Class A Misdemeanor Conviction, Deferred Adjudication or Felony Conviction are permanent disqualifiers.
Must pass a pre-employment drug screen.

Nice To Haves

One year of clerical experience is preferred
Equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job.

Responsibilities

Performs a full range of administrative duties, including researching and summarizing information, completing detailed reports, maintaining knowledge of departmental operations and current laws, interpreting policies, and handling sensitive and confidential information.
Receives, reviews, scans, verifies, and enters reports for Police and Animal Services (arrest, offense, crash records); prepares daily reports for case assignments; maintains offense, arrest, and crash logs for compliance with policy and laws.
Manages, maintains, and ensures proper storage, retrieval, uploading, and retention of all digital media in accordance with department policy and applicable laws.
Analyzes, records, and compiles statistics in compliance with state and federal crime reporting guidelines (UCR/NIBRS); reports crime statistics to the State of Texas.
Writes reports/supplements in the Records Management System for web reports, lost/found property, and stolen/recovered property.
Reviews and verifies information related to Racial Profiling Stop Data records, citations, criminal trespass warnings, and documented field interviews; maintains information in the RMS Master Name File.
Collects various fees (accident report, police report, open records, clearance record, alarm fees); reconciles daily financial reports and manages daily deposits for the Police Department, including Administration and Detention Center funds.
Manages invoices related to towing services and provides monthly recaps to City Finance for alarm permit-related fees and reports.
Answers telephones for the Records Division and other department-specific calls; greets and assists the public at the Records counter and front lobby; contacts dispatch for walk-in reports; controls access to the Public Safety Building; maintains visitor logs and issues/maintains logs for passes and elevator access.
Maintains logs of department donations/gifts received.
Completes the Records portion of mandated state and federal monthly validations of police department entries into state and federal databases (TCIC/NCIC); sends letters or contacts crime victims to verify property status; logs and maintains records of validation.
Creates, maintains, and updates forms used by all divisions within the police department; supports the Office of Professional Standards by maintaining authorized forms and assisting with policy review and revision.
Manages retained records, both active and those permanently released for retention, and follows City rules regarding records destruction, completing destruction orders for City approval.
Processes all record expunctions, juvenile records sealing, and orders of nondisclosure when directed by court order, following all local, state, and federal regulations.
Performs record checks and background checks for various entities including citizen requests, Crime Free Multi-housing, Citizen’s Police Academy, volunteer programs, other law enforcement agencies, and Solicitor Permit Request.
Stays current on Texas Legislature activity and addresses any actions needed to remain in compliance with legislative updates.
Manages the sex offender registry, including maintaining records, processing transfers, and assisting with inquiries.
Processes, enters, and maintains alarm permit records; receives and processes payments for alarm-related fees; addresses expired and unpaid alarm fees.
Assists the public, department personnel, and representatives from other agencies in obtaining police-related information; provides copies of police reports applying the Texas Open Records Act when appropriate.
Provides support to the City Secretary’s Office for open records requests.
Completes requests for specialized information, including CLERY Act requests, crime statistics, and historical police records data.
Receives and distributes mail and packages; ensures outgoing mail is ready for pickup; maintains supplies for and servicing of the Public Safety Building postage meter.
Serves as a notary public.
Provides training and support to all divisions within the Police Department, trains and manages scheduling for volunteers in the Records Division, and provides assistance and support to the Fire Department and surrounding agencies.
Provides support to the Custodian of Records.
Performs related duties as directed.
Maintains regular and timely attendance.
Interacts professionally and respectfully with the public, coworkers, and others.