POLICE RECORDS SPECIALIST I, II, III

Police Records Specialist Positions

Police Records Specialist I: 2nd Shift position (2pm-11pm) Performs skilled administrative support work involving the maintenance, compilation, and dissemination of police records, providing clerical support and assisting the public; does related work as required. Work is performed under the close supervision of the Police Records Supervisor.

Police Records Specialist II: Performs intermediate skilled administrative support work involving the maintenance, compilation, and dissemination of police records, providing clerical support and assisting the public; does related work as required. Work is performed under the moderate supervision of the Police Records Supervisor.

Police Records Specialist III: Performs difficult skilled administrative support work involving the maintenance, compilation, and dissemination of police records, providing clerical support and assisting the public; does related work as required. Work is performed under the limited supervision of the Police Records Supervisor.

Essential Functions/Duties

• Staffs the front desk at the Police Department and assists the public, law enforcement officers and others with relevant police business. Provides extensive customer service to departmental and city personnel, other law enforcement and criminal justice agencies and the public. Builds and maintains positive working relationships with co-workers, other City employees and the public using principles of good customer service; and performs related duties as assigned. Ensures confidentiality of information is maintained according to applicable laws, rules, regulations and administrative orders; determines proper authority of callers and disseminates criminal record information to law enforcement agencies and other criminal justice agencies according to policy. Monitor police and utilities radio communication. Maintain radio contact with patrol officers and other police personnel as needed. Assists customers who come to the front desk by giving and receiving information and directing visitors to the proper resource. Provides information to visitors, outside agencies and staff at the front desk that requires the use of judgment and the interpretation of policies, rules and procedures. Verifies credentials of visitors and maintains visitor log. Routinely escorts visitors throughout the building. Answers multiple phone lines including, front desk, drug tip line, after hours utility line, and other phone lines routed to the front desk on a daily basis. Obtains information to answer questions, properly route calls to proper person or division and provide referrals and needed information to callers. Monitors cameras of the parking lot areas of the police department and the downtown conference center. Accept and distribute subpoenas received at the front desk. Handles emergency call out of multi-agency law enforcement teams upon request.
• Coding, verifying and entering data into local, state and national automated computer systems including the Division of Criminal Information (DCI) and National Crime Information Center Systems (NCIC). Monitors Division of Criminal Information computer system for incoming messages, alerts and hits on wanted/missing persons and stolen property. Performs necessary transactions on any positive hits. Maintains NCIC hot files reports by means of updating, purging and validating records on a scheduled basis. Follows validation schedule as set forth by the state. Maintains thorough documentation of the validation process and noting any changes, additions, deletions in the case file. Researches and enters information such as criminal history information, stolen property, firearms and missing and wanted persons in state and national computer databases as required. Accesses state and federal database for purpose of retrieving criminal history information requested for criminal justice purposes, criminal justice employment purposes, city employment or volunteers as permitted by city ordinance. Assist the DCI Terminal Agency coordinator with testing and password assistance for certified users. Confirms and verifies warrant information with other law enforcement agencies. Enters wanted subjects into the NCIC database at the request of investigating officers. Performs warrant checks for members of public seeking shelter at the Salvation Army Shelter.
• Determines completeness and accuracy of data contained in relation to data entry system requirements and obtains missing or corrected data from appropriate sources to ensure quality control. Performs IBR (Incident Based Reporting) quality control checks on all reports, supplements, and arrests merged into the law records management system. Geo-verify addresses entered into the database, ensuring accurate reporting by address. Reviews documents for errors or omissions and refers to appropriate issuing officers for correction. Reads, interprets and codes various types of information contained in police reports. Enters, modifies and cancels data from police reports into internal database with a high degree of accuracy. Processes other documents according to established procedures, local, state and federal laws and mandates.
• Report taking including delayed, non-emergency and/or non-investigative reports. Adding supplemental information on existing reports. Conducts interviews with reporting persons, victims and witnesses; analyzes information; prepares and maintains extensive file notes and statements as needed. Receive and process information from public via telephone and /or personal contact for written documentation of non-emergency police related matters or police investigative purposes. Properly handle, tag and store found property and evidence received at the front desk. Downloads data into law records management database through various sources including e-citation for traffic citations and Tracs for reportable traffic accidents. Reviews submissions for accuracy and errors, making any necessary corrections. Manual data entry of any reports, citations, accidents and supplements that are not submitted by electronic means. Collects, prepares and disseminates data for various reports, forms, and other materials. Maintains paper and electronic records and files of case reports, arrests, citations, accidents, field investigations, parking tickets and other pertinent police documentation. Scan documentation, notes, receipts, photos and other documentation to corresponding case files in law records management system.
• Maintains information in NCAWARE, the statewide warrant repository. Assigns warrants to appropriate districts and returns unserved warrants to issuing agency or County Clerk of Court. Verifies active and served warrants to officers upon request.
• Liaison between the police department and the Gaston county District Attorney's Office. Prepares felony files for prosecution. Forwards attachments, videos and other information to the DA's office upon request. Prepares investigative case files for the District Attorney's Office for grand jury and subsequent prosecution.
• Answer utilities emergency phone line after business hours, weekends and holidays and maintains utilities personnel on-call log. Dispatches appropriate personnel as needed to handle emergency calls received. Responsible for creating a ticket using the online OMS system to notify utility crews of needed repairs and outages.
• Maintain GangNet database based on gang submission forms received from Gang Intelligence Liaisons and attending scheduled meetings for information exchange.
• Operates standard office equipment including but not limited to: computer terminal, copier, scanner, fax, cash register, credit card processor. Monitors and utilizes police radio for contact with officers in the field. Receives money at front desk and issues receipts for copies of accident reports and case reports, taxicab fees, pistol range fees, fingerprinting fees, noise permit fees, and other miscellaneous fees. Audits and balances monies received at front desk on a daily basis and makes deposits into appropriate accounts. Pickup, sort and route mail for department.
• Enters and maintains information into the Parking Ticket system. Verifies ownership through DMV. Tracks all paid and unpaid tickets and mails out correspondence to violators.
• Issues Noise Permits and Act as Agent Agreements (Trespass Agreement) according to policy and procedures. Maintains documentation of valid permits and agreements and collects fees were applicable. Notarizes various law enforcement related documents as needed for law enforcement purposes. Assists in the processing of Ride-Along Applications and Taxi Permit Applications and Renewals.
• Maintain file of active domestic violence, stalking and no contact orders received from the Clerk of Court.
• Purge paper reports in accordance with municipal retention laws, departmental policies and CALEA standards. Move archived files into long term storage.
• Prepare and submit demographic profiling reports based on traffic stops to the state on a monthly basis.
• Provides training to new employees in all aspects of the records division.

Knowledge, Skills and Abilities

Police Records Specialist I: Some knowledge of applicable laws, rules, and regulations relating to the maintenance and release of police records; classification of criminal offenses and terminology; the general criminal justice system and its basic proceedings; standard office practices and procedures, including filing and the operation of standard office equipment; correct English usage, including grammar, spelling and punctuation; ability to type accurately and at a reasonable rate of speed; ability to use computer in a data processing environment and to make mathematical calculations. Must possess exceptional customer service skills to deal courteously and effectively with the public; ability to establish and maintain effective working relationships with employees of the police department. Organize, prioritize and coordinate work activities; work independently and effectively with others in a team environment; communicate clearly and concisely, both orally and in writing. Some knowledge of the rules, regulations and operations of the police department; some knowledge of modern police practices and methods; some knowledge of controlling laws, North Carolina General Statutes and local ordinances; some knowledge of research methods and techniques and the ability to collect organize and analyze data; some knowledge of the geography of the City; ability to deal firmly and courteously with the public; ability to analyze situations quickly and objectively and to determine proper courses of action to be taken; ability to obtain information through interviews; ability to communicate effectively orally and in writing; ability to prepare clear and concise reports.

Police Records Specialist II: General knowledge of applicable laws, rules, and regulations relating to the maintenance and release of police records; classification of criminal offenses and terminology;