Police Stenographer/Transcriptionist

Job Description The Police Stenographer/Transcriptionist performs administrative and clerical duties for the Detective’s Division of the Police Department. Responsibilities include typing and editing reports dictated by detectives and police officers, correcting errors, data entry for bookings, monitoring the call board, coordinating with dispatch when detectives are needed, answering phones, processing pawn reports, retrieving information from police computerized systems, researching records, and overseeing online crime reports from the local City database. The role also involves responding to non-routine inquiries, explaining services, policies, procedures, and rationale for decisions. It requires the use of computer operations and specialized software to complete daily assignments. The work is performed under a designated supervisor, with latitude for independent judgment and initiative within the required procedures. The position demands fast, efficient, and accurate customer service, excellent typing with grammar and spelling, strong communication, multitasking, and the ability to work efficiently under strict deadlines. Confidentiality is required. The job requires maintaining collaborative relationships with elected officials, City employees, organizations, and the general public. The office environment has a moderate noise level. Work schedule may vary. Some positions may require a valid Idaho Driver’s License. Essential Duties And Responsibilities Type reports dictated by detectives and police officers, correctly entering property involvements and booking data; edit dictation as needed without changing content; follow up with officers for missing information; enter data in the Police Spillman system for NIBRS coding; distribute reports; check online reports; assign case numbers; complete relevant information. Enter booking information for criminal charges; process pawn reports and field interview cards; enter new information and update current records in the Spillman database, verifying accuracy of names, aliases, addresses, phone numbers, and other pertinent data. Dispatch detectives to burglary and felony calls; monitor detectives’ whereabouts; log and track calls; assign new cases; prepare data reports for distribution. Answer incoming phone calls; greet walk-in customers; provide general and specific information; explain procedures and offer referrals; receive and log online reports; prepare case files; run license plate checks, warrant checks, and other criminal record checks through NCIC, ILETS, DMV, and/or FBI. Provide clerical and administrative support to detectives; maintain accurate records, files, and documentation; assist in other areas of the Police Department; maintain strict confidentiality; cross-train and perform work of other administrative personnel as needed. Keep supervisor and others informed of work progress, high priority calls, potential problems, and suggestions for improvement; provide assistance and answers to the public. Perform other duties as assigned. Management may assign or reassign duties at any time. Acceptable Experience, Training, Licenses And/Or Certifications High school diploma or GED. At least two (2) years of customer service, clerical, and administrative experience, preferably in law enforcement. Successful completion of Police Department background check, CVSA, and drug screening (required). ILETS and NCIC certification is preferred. CPR certification is preferred. Classification Requirements Knowledge Of Police Department functions, procedures, policies, rules, and regulations, including civil rules and state civil processing laws. Customer service procedures and techniques. Legal documentation, terminology, and basic processes of the Court System and Prosecutor’s Office. Operation of a personal computer, job-related software, and specialized systems such as Spillman, NCIC, ILETS. Current office practices and procedures. Recordkeeping and bookkeeping practices. English grammar, spelling, punctuation, and composition. Skill And Ability To Maintain up-to-date knowledge of policy and procedures. Provide accurate answers to the public and department staff. Enter and retrieve data accurately and efficiently into a computer system. Maintain accurate records and files, both computerized and hardcopy. Respond to the public over the phone or in person in a tactful, courteous manner. Speak clearly and communicate accurately. Use correct spelling and punctuation. Operate computers and software (Microsoft Word, Excel, PowerPoint, etc.) proficiently. Prepare accurate, grammatically correct written reports. Respond to citizen requests courteously and effectively. Communicate effectively in English at the required level. Perform duties in accordance with City policies, ensuring personal and public safety. Physical Requirements The employee is frequently required to stand, walk, and sit for extended periods. The job requires hand/finger dexterity for typing and handling materials, reaching with hands and arms, and the use of a computer. The employee must occasionally lift or move up to 25 pounds with assistance. Adequate visual acuity and hearing are required. The employee may be exposed to fast-paced emergency conditions or graphic reports of criminal activity. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. #J-18808-Ljbffr