Records Specialist

City of Des Moines Washington•Des Moines, WA

1d•Onsite

About The Position

Records Specialists provide the main clerical support for the Police Department. They are responsible for the processing and initial distribution of departmental reports, maintaining an up-to-date records system, and managing office supply inventories. They interact with the public, providing information and disseminating records within established guidelines. To support the 24-hour operations of the Police Department, employees must be able to work variable 8 to 12-hour shifts, including nights, weekends, and holidays, and be willing to work day, swing, and graveyard shifts on a rotating basis. The role involves routine and moderately complex clerical and administrative support, including answering phones, assisting the public, data processing, filing, scanning, record keeping, and information quality control. Specific duties include receiving and distributing various reports, preparing law enforcement records for disclosure (requiring knowledge of state and federal regulations), ensuring records and information systems are maintained according to rules and regulations, auditing completed work for data accuracy, processing concealed weapons permit applications and payments, accepting various payments, processing nightly deposits and reconciling receipts, and providing information to officers via police radio. The position also includes other assigned duties to cover absences, equalize work periods, or balance workload.

Requirements

Minimum of 18 years of age.
Pass exams as mandated by the Civil Service Commission and the Des Moines Police Department, including extensive pre-employment background and criminal history checks, polygraph and drug screening.
Pass a typing test at a minimum of 45 wpm.
Pass a general skills assessment test.
Ability to work variable 8 to 12-hour rotating shifts, including nights, weekends, and holidays.
Meet the additional minimum requirements as outlined in the job announcement at the time of application.
High school graduate or have a GED equivalent at time of application.
Two years of continuous administrative or clerical work experience.
Must be a citizen of the United States of America or a lawful permanent resident who can read and write the English language.
Meet the minimum requirements for employment as established by the Des Moines Civil Service Commission.
Must achieve Level II ACCESS certification within six months of appointment and maintain as a condition for continued employment.
Must be willing to work day, swing, and graveyard shifts on a rotating basis.
Successful completion of a pre-employment background and criminal history check including polygraph and drug screening.
Knowledge of law enforcement services and responsibilities.
Knowledge of policies, procedures, rules and regulations of the department dealing with all matters that come within the area of responsibility.
Knowledge of emergency response procedures.
Knowledge of principles of administration and modern record keeping techniques.
Knowledge of basic accounting principles.
Ability to establish and maintain cooperative working relationships with other City officials, state and federal authorities, civic leaders and the general public.
Ability to understand and execute moderately complex oral or written directions, and to prepare clear and comprehensive reports.
Ability to maintain confidentiality of information and to restrict the use of such information to work duties.
Proficiently operate computers, including the use of Word, Excel, PowerPoint, Publisher, and Outlook.
Perform basic math (add, subtract, multiply, divide).
Process cash receipts in a timely manner.
Deal with difficult and sometimes hostile individuals requiring the use of conflict management skills.
Perform work in confidence and under pressure for deadlines; must maintain professional composure, tact, patience, and courtesy at all times.

Nice To Haves

The City of Des Moines does not hire applicants who use tobacco products.

Responsibilities

Provide the processing and initial distribution of departmental reports.
Maintain an up-to-date records system.
Maintain office supply inventories.
Interact with the public and provide information and dissemination of records, within guidelines.
Perform routine and moderately complex clerical and administrative support work in answering phones, receiving the public, providing customer assistance, data processing and other essential law enforcement clerical duties such as filing, scanning, record keeping and information quality control.
Receive and distribute case reports, follow-up investigation reports and other reports as required.
Prepare follow-up reports and other reports as required.
Prepare law enforcement records for disclosure, particularly when request is complex in nature, requiring an in-depth knowledge of state and federal regulations, and independent judgment about whether information may be released.
Ensure records and information systems are maintained in accordance with rules, regulations, space, and other considerations; monitors and makes adjustments as necessary.
Audit completed work and work in progress to ensure that data is entered in accordance with system standards and that proper edit and audit procedures are followed.
Assure compliance with laws relating to criminal history.
Make the proper distribution of incoming and outgoing mail.
Process concealed weapons permit applications and properly process payment for applications.
Greet and assist the public, in person and on the telephone, in a professional and timely manner, presenting a positive image of the City and the department.
Make records entries in multiple computer databases including but not limited to warrants and civil orders.
Ensure these entries are maintained in accordance with department, state and federal guidelines.
Transcribe recorded records to written form.
Accept payments for alarm registrations, pet licenses, public disclosure fees, restitution, and any other monetary transactions.
Process nightly deposit and reconcilement of daily receipts.
Provide information to officers in the field via police radio.
Perform other duties as assigned, including but not limited to being assigned to cover absences or relief, equalize peak work periods, or balance the workload.