Records Specialist

City of Pullman • Pullman, WA

3d • Onsite

About The Position

This is an administrative and technical support position for the Pullman Police Department. Shift work is required. The Records division operates 24-hours a day including holidays. Records Specialist act as an in person public receptionist, provides general office, clerical, and administrative work to enter and maintain confidential police records and provides assistance to the public. Controls access to the jail and monitors activity inside this area. Receives and processes payments.

Requirements

• One (1) year of administrative, clerical, customer service, records management, or related experience.
• Strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• Proficiency with computers and common office software applications.
• Ability to pass a law enforcement background check.
• Knowledge of general office operations including, use of office equipment, personal computer, transcription machine, telephone, fax machine, and copy machine as required by the position.
• Knowledge of English grammar and punctuation.
• Knowledge of Mathematics, sufficient to add and subtract as required by the position.
• Ability to use a computer and basic software applications.
• Ability to perform typing work at an acceptance level of proficiency as required by the position.
• Ability to establish and maintain effective working relationships with department personnel, city officials, and the general public.
• Ability to learn and correctly apply routine division and department policies and procedures.
• Ability to learn records management systems and criminal justice databases.
• Ability to read, comprehend, and follow simple oral and written instructions; and to understand and apply available guidelines to varied operational requirements.
• Ability to keep criminal activity records confidential.
• Ability to communicate, meet, and deal with the public and employees in person or by phone, in a pleasant, courteous manner.
• Ability to work effectively with people from various social, cultural, and economic backgrounds.
• Ability to provide quality services in a cost-effective manner and to recommend improved methods of performing the work.
• Ability to work independently and prioritize multiple tasks.
• Ability to learn and follow procedures pertinent to acceptance and disposition of property and evidence received as the front desk.
• Ability to obtain and maintain a police records database certification.
• Ability to physically perform the essential functions of the job.

Nice To Haves

• Associate degree in Criminal Justice, Public Administration, Business Administration, or a related field.
• Two (2) or more years of experience in police records, public safety, emergency communications, court administration, or government records management.
• Experience using Motorola Flex (Spillman) records management system.
• Experience with state and federal criminal justice databases such as NCIC, Nlets, ACCESS, WACIC, or comparable systems.
• Knowledge of public records laws, records retention requirements, and criminal justice information regulations.
• Experience processing public records requests and records redaction.
• Experience working rotating shifts in a public safety environment.

Responsibilities

• Transcribes information from a digital dictation system to a computer database.
• Enters data into personal computer databases; typing, copying and processing documents to be sent to the city attorney and prosecutor.
• Monitors, receives and enters information into law enforcement database.
• Processes requests for criminal activity records checks from law enforcement officers.
• Receives incoming business and non-emergency telephone calls; takes and relays messages; provides reception duties by greeting the public, obtaining information, giving directions, answering routine questions, providing forms, collecting fees and writing receipts; assists public with accident reporting; provides appropriate information to other law enforcement agencies as may be required; takes fingerprints of people applying for gun permits.
• Refers callers from outside the area to the proper agency; refers callers to other city departments as appropriate.
• Forwards emergency calls and/or calls for service to dispatch.
• Assists the public over the counter by answering questions or referring them to the appropriate staff person for answers; May take minor crime reports from citizens at police reception area or by telephone; distributes printed materials and forms as requested or required; issues residential and visitor parking permits and dog licenses.
• Controls access to the jail area.
• Monitors activity in the holding area; searches arrestees of same sex as required; processes bail money and issues receipts.
• Monitors building security through a video surveillance system.
• Occasionally accepts evidence and property.
• Receives cash payments over the counter or other workplace and issues a receipt manually; disperses, maintains and receipts petty cash.
• Operates a computer to enter or obtain information from a variety of routine office software and specialized criminal justice software.
• Operates a digital dictation system.
• File, fill out and submit fingerprint cards, pull cases for evidence disposal after receiving final disposition, label files, prepare file jacket and print out basic case information when an arrest is made.
• Monitor scanner traffic to be prepared for incoming offenders and to open garage doors for emergency calls.
• Type and process requests for concealed pistol licenses.
• Attends work on a regular and dependable basis.
• Interacts in a professional and respectful manner with city staff and the public
• Assists in training new employees and volunteers; maintains information kiosk in the lobby; maintains cleanliness/neatness of front reception and records area; Performs other tasks as assigned.

Benefits

• 3 Insurance plans to choose from as low as $0 for spouse & all dependents
• Plans with deductibles as low as $200
• High deductible plan includes employer sponsored contribution to Health savings account.
• Vision & Dental Insurance with no cost sharing for employee & all dependents
• $15,000 Basic Life & Accidental Death & Dismemberment insurance
• Short Term Disability Insurance
• PERS2 or PERS3 Retirement
• Employee Assistance Program
• Deferred Compensation
• Additional Life & Spouse Life Insurance
• Discounts on Parks & Rec Membership
• Discounts on Life Flight Membership
• Long-term care insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree