Police Records Specialist

City of Queen Creek, AZ•Queen Creek, AZ

38d•Onsite

About The Position

Positions assigned to this class are responsible for performing specialized clerical and customer service work involving the receiving, maintaining, filing, redaction, and dissemination of police records, case files, and related information, entering data into required systems, preparing information, and serving as primary point of contact via phone/fax/mail/email/in-person for law enforcement, other governmental agencies, public, media, insurance companies and attorneys. DISTINGUISHING CHARACTERISTICS This is a fully qualified, experienced level administrative classification in the public safety support job family. Incumbent(s) performs the full range of support duties under general supervision. Classification requires solid knowledge of transactional and/or work standards for completing tasks and assignments of a varied nature. Work may vary from basic to more complex duties and issues but are generally within expected parameters.

Requirements

High School Diploma or GED and 2 years of experience in an office environment performing customer service for both internal and external customers, high volume data entry, and standard clerical duties; or an equivalent combination of directly related education and experience.
Must complete a thorough background investigation including a criminal history check and a polygraph examination.
Office management processes and procedures
Customer service procedures and techniques
Recordkeeping practices and procedures
Rules, regulations, laws, policies, and procedures governing security and privacy of record information
Federal, state, and local regulations regarding criminal justice records and victim's rights laws
Computerized criminal justice information systems
Proper spelling, grammar, and punctuation
Court procedures regarding criminal records and Victim's Rights laws
Laws, regulations, and policies regarding safe work practices
Providing customer service
Maintaining complete and accurate records/filing systems for easy retrieval of information
Retrieving and verifying information from computerized records
Maintaining confidentiality
Conducting basic research
Following oral and written instructions
Using judgment in performing data entry of technical information into automated systems
Proofreading numerical and text data
Operating standard office equipment
Using computers and related software applications
Prepare a variety of documents and information relevant to assignment
Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and other interested parties sufficient to exchange or convey information and to receive work direction

Nice To Haves

Related experience in a law enforcement agency of comparable size or larger is preferred.
Bilingual in English and Spanish is preferred.

Responsibilities

Answers incoming phone calls, greets walk-in customers, and assists the general public, departmental personnel, and representatives from other agencies.
Reviews data, scans, indexes, files, and performs quality control checks on police related documents.
Manages records filing, retention, and destruction.
Transcribes electronically submitted police documents.
Reviews/verifies arrest data and performs quality control checks on electronically submitted arrests.
Prepares and distributes productivity, management, and other Business Intelligence (BI) reports.
Processes mail and other communications.
Manages/processes Freedom of Information Act (FOIA) or prosecutor requests.
Completes manual electronic redactions of public records including reports, audio and video.
Enters data into NCIC/ACIC and perform Department of Public Safety (DPS) validations for stolen items, missing/unidentified persons, warrants, etc.
Completes local, state, and federal updates/required reports.
Collects and processes payments for records and other activities.
Fulfills/coordinates 911 and dispatch audio requests.
Performs record checks through authorized databases.
Provides data/reports to agencies/organizations in accordance with data sharing agreements.
Maintains and ensures accuracy of master records in the Records Management System for Persons, Vehicles, Businesses, and other critical indexes.
Reviews, accepts, and processes properly served subpoenas or other civil processes.
Processes furthers, turndowns, and other similar communication.
Assists with general financial and purchasing functions/entries/reconciliations.
Ensures proper disposal of confidential materials.
Performs related work as assigned.

Benefits

Hiring Bonus/Incentive pay of $7,500 for Professional staff
$1,000 after hire date.
$500 after successful completion of Position-Specific Training
$1,000 after successful completion of your probation
$2,500 after the successful completion of 1 year (after probation)
$2,500 after the successful completion of 2 years (after probation)
Vacation & Sick time front-load
For the Police Civilian staff, at the time of hire you will receive a one-time addition of 80 hours of vacation and 80 hours of sick time.
Vacation and sick time biweekly accruals at the normal rates for new hires.
Education Bonus (if applicable)
A one-time bonus for education/earned degree payable after successful completion of your probation.
Associate Degree: $500
Bachelor Degree: $1,000
Masters (or higher): $1,500
Moving Expenses (if applicable)
If a police department employee moves to within 30 miles of the Town borders after receiving a final offer of employment, that individual may be eligible for a one-time payment of potential expenses.
In-state (Arizona) move under 90 miles: $250
In-state (Arizona) move over 90 miles: $500
Out-of-state move: $3,000
Travel Reimbursement (if applicable)
We will reimburse travel costs related to testing activities that occur after you have received a conditional offer letter. Must keep all receipts.
The maximum daily reimbursement will be based on current GSA rates:
Airfare: https://cpsearch.fas.gsa.gov/cpsearch/search.do
Per Diem & Lodging: https://www.gsa.gov/travel/plan-book/per-diem-rates