Records Specialist

West Valley City•West Valley City, UT

3d•Onsite

About The Position

Under the direction of the Records Supervisor, this employee performs clerical and technical duties involving the creation, maintenance, and secure release of law enforcement records. This position ensures the accuracy, accessibility, and confidentiality of records, providing critical support to both sworn personnel and the public while maintaining compliance with legal requirements and timely processing of reports, requests, and data related to police operations.

Requirements

High School diploma, GED, or equivalent.
One year of clerical, administrative, or records-related experience, preferred.
Experience with document imaging, scanning, and indexing systems, preferred.
Experience using law enforcement records management systems, preferred.
Familiarity with criminal justice databases and court processes, preferred.
Must possess excellent written and verbal communication skills in the English language.
Valid Utah Driver's License, or the ability to obtain one, preferred.
Ability to pass a background investigation.
Knowledge of standard office operations and proficiency with modern office equipment.
Possesses fundamental clerical skills to include typing, filing, spelling, punctuation, grammar and professional telephone communication.
Previous experience in computer data entry helpful.
Must have the ability to establish effective working relationships with peers, supervisors, and the general public.
Good communication skills are necessary.
Attention to detail and accuracy.
Ability to exercise initiative, sound judgement, and to solve problems.
Ability to manage multiple tasks, prioritize workload, and consistently meet deadlines within designated timelines.
Responsibility for the use of discretion and independent judgment in the creation and release of important and potentially damaging information.
Ability to work independently.

Responsibilities

Receive, review, and process police reports, citations, arrest records, and related documents for accuracy and completeness.
Enter, update, and retrieve data in records management systems (RMS) and other law enforcement databases.
Respond promptly to public, attorney, and interdepartmental requests for records in compliance with public records laws, confidentiality rules, UCJIS regulations, and department policies.
Collect and process payments received from insurance companies and the public.
Maintain and organize physical and electronic files, ensuring proper retention and security of sensitive information.
Assist sworn personnel by providing report copies, case status information, and administrative support.
Perform quality control checks to ensure data accuracy and compliance with state and federal regulations.
Handle sensitive and confidential information with discretion and professionalism.
Provide customer service in the police department lobby in person, by phone or electronically, as assigned.
Operate standard office equipment including multiple computer programs, copiers, scanners, and printers.
Index electronic records in accordance with department policies, retention schedules, and legal requirements.
Use of Microsoft Office applications (Word, Excel, Outlook and related systems) to create documents, track requests, maintain logs, and communicate information.
Willingness to work overtime to meet workload requirements of the department when necessary.
May require shift work to include weekends.
Maintain confidentiality regarding police reports, UCJIS information and all other police matters deemed confidential.