Police Records Specialist (A6)

City of Annapolis•Annapolis, MD

3d•Onsite

About The Position

The incumbent assumes roles that include managing and maintaining law enforcement records, including incident reports, criminal histories, and other pertinent documentation. Responsibilities include accurately inputting and retrieving data in computer systems, ensuring the confidentiality and security of sensitive information, and assisting law enforcement personnel and the public with record inquiries. The position requires attention to detail, adherence to established procedures and protocols, and the ability to exercise discretion in handling confidential materials. Additionally, Police Records Specialists may be tasked with providing support during legal proceedings and maintaining compliance with relevant laws and regulations governing recordkeeping practices. This position entails diligent administrative duties encompassing a range of tasks, necessitating proficiency in inputting and retrieving data within a computer system. The role demands sound judgment in applying established procedures and methods to routine tasks. Depending on the assignment, individuals in this role may work under the supervision of a Police Lieutenant.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Some experience maintaining police records and training which provides the required knowledge, skills and abilities.
Some knowledge of elementary bookkeeping.
Ability to take and transcribe computer generated documents at an average rate of speed and accuracy.
Ability to maintain complex administrative records and prepare reports from such records.
Ability to make minor decisions in accordance with laws, ordinances, regulations and established policies.
Ability to make complex mathematical computations rapidly and accurately.
Ability to get along well with others.
Administrative aptitude.
Good judgment, tact and courtesy.
Ability to sit continuously at a computer terminal or receptionist station for extended periods.
Ability to operate standard office equipment including copier, computer, fax machine, mailing machine, etc.
Ability to reach into file drawers in standard four drawer filing cabinets.
Visual ability sufficient to effectively operate office equipment including copier, computer, etc.; to read and write reports, correspondence, instructions, etc.
Hearing ability sufficient to hold conversation with other individuals both in person and over a telephone; ability to hear recording on transcription device.
Speaking ability sufficient to communicate effectively with other individuals in person and over a telephone.
Freedom from health disorders which would interfere with performance of duties as described.

Responsibilities

Managing and maintaining law enforcement records, including incident reports, criminal histories, and other pertinent documentation.
Accurately inputting and retrieving data in computer systems.
Ensuring the confidentiality and security of sensitive information.
Assisting law enforcement personnel and the public with record inquiries.
Summarizing letters, memoranda, articles, and reports, utilizing a computer for word processing.
Performing data entry for accounting and statistical tables, letters, stencils, notices, reports, and miscellaneous material using a computer and software.
Reading and organizing incoming mail, compiling files, and preparing materials for supervisor review.
Managing cross-references, office files, and various records.
Preparing and drafting requisitions for supply and equipment purchases.
Organizing, indexing, and filing materials alphabetically, numerically, and by geographic location.
Answering phones and providing general information to the public.
Performing diverse administrative duties to include data entry and computer data retrieval tasks.
Maintaining records and generating reports as necessary.
Performing computer-generated tasks for reports and documents.
Handling petty cash and maintaining related records.
Managing employee attendance records.