Records Technician I

Job Title

Performs responsible clerical work evaluating and preparing data and warrants for entry into a computerized records management system.

Essential Job Functions

The essential job functions include:

• Evaluates, enters and verifies data in accord with standardized procedures.
• Operates a variety of computerized records management equipment.
• Maintains a system of files, purging the files in accord with standardized procedures.
• Maintains sequence and control of source documents, rejecting incomplete documents.
• Processes criminal records checks and weapon permits.
• Performs other clerical duties including the scanning of reports and other correspondence.
• Collects, balances and prepares insurance request checks for deposit.
• Locates and provides police, attorneys, victims, other agencies and the general public with copies of reports and other documentation.
• Answers telephone calls for requests for information.
• Analyzes calls for the appropriate way to handle each and decides what information to disperse or which department to direct the call.
• Provides field units with requested information, such as report entry questions, arrest paperwork data and report copies.
• Evaluates and corrects officers Mobile Data Terminal (MDT) and written reports.
• Trains officers on correct Incident-Based Reporting (IBR) or report writing procedures as necessary.
• Researches call histories using Computer Aided Dispatch to provide information to departmental personnel when requested.
• Troubleshoots and tests each new software version for IBR compatibility and system errors to be reported to the software vendor.
• Operates the Virginia Criminal Investigative Network (VCIN) and National Crime Information Center (NCIC) with the required certification to retrieve data and enter warrants, capias and other information.
• Compares current data with incoming data from other agencies, researches and corrects as needed and forwards to State Police.
• Evaluates, enters and verifies warrants, capias and other data in accord with standardized procedures.
• Operates a variety of computerized records management equipment and systems.
• Maintains a system of files, purging the files in accord with standardized procedures.
• Maintains sequence and control of source documents, rejecting incomplete documents.
• Completes, processes and files warrants and capias.
• Determines the destination of warrants.
• Communicates executed capias to courts adhering to established time requirements.

Requirements/Preferences

The requirements and preferences include:

High school diploma or equivalent supplemented by courses in typing, office practices and procedures and/or training in data entry operations.

Some clerical experience. Preferred: Data entry experience.

Must possess or be able to acquire Virginia Criminal Information Network (VCIN) level B certification and National Crime Information Center (NCIC) level B certification.

Thorough knowledge of standard office procedures, practices and equipment. General knowledge of methods and techniques used in the operation of a computerized records management system. Some knowledge of civil and criminal law. Ability to operate a variety of office equipment including a personal computer and other information processing equipment. Ability to apply complicated procedures, make records management decisions and meet procedural time requirements. Ability to maintain records and generate reports. Ability to follow oral and written instructions. Ability to communicate effectively and tactfully with County employees and the public. Ability to discern and keep appropriate levels of confidentiality. Skill in records management for accuracy and completeness.

Subject to a complete criminal history background search with acceptable results. Must pass a typing test demonstrating a minimum of 37 (thirty-seven) words per minute with no errors. Must also be able to perform the job as described in the Physical and Environmental Demands section of this job description.

None.

Other Information

Full-time employees are eligible for a comprehensive benefit package that includes:

• Progressive Flexible Leave Plan with cash-in option
• Twelve paid holidays
• Short Term Disability Insurance
• Long Term Disability Insurance
• Health, Vision and Dental Insurance
• Life Insurance
• Flexible Spending Accounts - Medical and Dependent Care
• Virginia Retirement System - Membership in VRS is automatic upon hire into a covered position. County contributes and employees pay their membership contribution.
• Tuition Reimbursement
• Employee Assistance Program
• Credit Union Membership
• Deferred Compensation Plan with County Match