Records Specialist

City of Des Moines Washington•Des Moines, WA

5d•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. This role involves interacting with the public, providing information, and disseminating records within established guidelines. To support the 24-hour operations of the Police Department, Records Specialists 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.

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.
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.
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.
Type a minimum of 45 words per minute with accuracy.
Perform basic math (add, subtract, multiply, divide).
Process cash receipts in a timely manner.
Ability to deal with difficult and sometimes hostile individuals requiring the use of conflict management skills.
Ability to perform work in confidence and under pressure for deadlines.
Must maintain professional composure, tact, patience, and courtesy at all times.

Responsibilities

Performs 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.
Receives and distributes case reports, follow-up investigation reports and other reports as required.
Prepares follow-up reports and other reports as required.
Prepares 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.
Ensures records and information systems are maintained in accordance with rules, regulations, space, and other considerations; monitors and makes adjustments as necessary.
Audits 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.
Assures compliance with laws relating to criminal history.
Makes the proper distribution of incoming and outgoing mail.
Processes concealed weapons permit applications and properly processes payment for applications.
Greets and assists the public, in person and on the telephone, in a professional and timely manner, presenting a positive image of the City and the department.
Makes records entries in multiple computer databases including but not limited to warrants and civil orders. Ensures these entries are maintained in accordance with department, state and federal guidelines.
Transcribes recorded records to written form.
Accepts payments for alarm registrations, pet licenses, public disclosure fees, restitution, and any other monetary transactions. Processes nightly deposit and reconcilement of daily receipts.
Provides information to officers in the field via police radio.
Performs other duties as assigned, including but not limited to being assigned to cover absences or relief, equalize peak work periods, or balance the workload.