RECORDS SPECIALIST

NOW HIRING: full time Records Specialist starting at $27.96/hour plus benefits This is an administrative and technical support position for the Pullman Police Department. Shift work is required. The Records division operates 24 hours a day including holidays. Records Specialists act as an in-person public receptionist, provide general office, clerical, and administrative work to enter and maintain confidential police records, assist the public, control access to the jail, monitor activity inside this area, and receive and process payments. Minimum Qualifications One (1) year of administrative, clerical, customer service, records management, or related experience. Strong attention to detail and accuracy. Effective verbal and written communication skills. Proficiency with computers and common office software applications. Ability to pass a law enforcement background check. Preferred Qualifications Associate degree in Criminal Justice, Public Administration, Business Administration, or a related field. Two (2) or more years of experience in police records, public safety, emergency communications, court administration, or government records management. Experience using Motorola Flex (Spillman) records management system. Experience with state and federal criminal justice databases such as NCIC, NLETs, ACCESS, WACIC, or comparable systems. Knowledge of public records laws, records retention requirements, and criminal justice information regulations. Experience processing public records requests and records redaction. Experience working rotating shifts in a public safety environment.

E.O.E.

City Paid Benefits Include 3 insurance plans to choose from as low as $0 for spouse & all dependents – Plans with deductibles as low as $200; high deductible plan includes employer sponsored contribution to health savings account. Vision & dental insurance with no cost sharing for employee & all dependents. $15,000 basic life & accidental death & dismemberment insurance. Short term disability insurance. PERS2 or PERS3 retirement. Employee assistance program. Elective Benefits Include Deferred compensation. Additional life & spouse life insurance. Discounts on parks & rec membership. Discounts on life flight membership. Long-term care insurance. Job Description

GENERAL PURPOSE

Performs general office, clerical, and administrative work to enter and maintain police records and provide assistance to the public.

CLASSIFICATION SUMMARY

An employee in this class performs a variety of clerical and administrative tasks in support of the police department administrative function. A Records Specialist will work shifts to provide 24‑hour coverage including holidays. Work includes transcribing reports, entering data for police records, answering business and non‑emergency calls, assisting the public, monitoring jail ingress and egress, and assisting officers with other administrative tasks. Most work is performed in public at the front reception desk for the Police Department. Accuracy, attention to detail, and multitasking are essential. Records Specialists report to the Support Services Manager, who reviews work for quality, quantity, accuracy, and neatness of tasks performed and services provided to the public. Records Specialists do not supervise but may train new employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Transcribe information from a digital dictation system to a computer database. Enter data into personal computer databases; type, copy, and process documents to be sent to the city attorney and prosecutor. Monitor, receive, and enter information into law enforcement database; process requests for criminal activity records checks from law enforcement officers. Handle incoming business and non‑emergency telephone calls; take and relay messages; provide reception duties by greeting the public, obtaining information, giving directions, answering routine questions, providing forms, collecting fees, and writing receipts. Assist public with accident reporting and provide appropriate information to other law enforcement agencies as required. Take fingerprints of people applying for gun permits and refer callers to the proper agency or other city departments. Forward emergency calls and/or calls for service to dispatch. Accept minor crime reports from citizens at police reception area or by telephone; distribute printed materials and forms; issue residential and visitor parking permits and dog licenses. Control access to the jail area; monitor activity in the holding area; search arrestees of same sex as required; process bail money and issue receipts. Monitor building security through a video surveillance system. Occasionally accept evidence and property. Receive cash payments over the counter or at other workplaces and issue receipts; maintain petty cash. Operate a computer to enter or obtain information from routine office software and specialized criminal justice software; operate a digital dictation system. File, fill out and submit fingerprint cards; pull cases for evidence disposal after final disposition; label files; prepare file jackets and print basic case information when an arrest is made. Monitor scanner traffic and prepare for incoming offenders; open garage doors for emergency calls; type and process requests for concealed pistol licenses. Attend work on a regular and dependable basis. Interact professionally and respectfully with city staff and the public.

OTHER JOB FUNCTIONS

Assist in training new employees and volunteers. Maintain information kiosk in the lobby. Maintain cleanliness and neatness of front reception and records area. Perform other tasks as assigned.

SELECTION FACTORS

Knowledge of general office operations, office equipment, personal computer, transcription machine, telephone, fax machine, and copy machine. English grammar and punctuation. Mathematics sufficient to add and subtract. Use a computer and basic software applications. Perform typing work at an acceptable proficiency level. Establish and maintain effective working relationships with department personnel, city officials, and the general public. Learn and correctly apply routine division and department policies and procedures. Learn records management systems and criminal justice databases. Read, comprehend, and follow simple oral and written instructions; understand and apply available guidelines to varied operational requirements. Keep criminal activity records confidential. Communicate, meet, and deal with the public and employees in person or by phone in a pleasant, courteous manner. Work effectively with people from various social, cultural, and economic backgrounds. Provide quality services in a cost‑effective manner and recommend improved methods of performing the work. Work independently and prioritize multiple tasks. Learn and follow procedures pertinent to acceptance and disposition of property and evidence received as front desk. Obtain and maintain a police records database certification. Physically perform the essential functions of the job.

MINIMUM QUALIFICATIONS

One (1) year of administrative, clerical, customer service, records management, or related experience. Strong attention to detail and accuracy. Effective verbal and written communication skills. Proficiency with computers and common office software applications. Ability to pass a law enforcement background check.

TOOLS AND EQUIPMENT USED

Telephone, typewriter, copy machine, digital dictation system, fax machine, personal computer, including word processing and database.

WORK ENVIRONMENT

Work is performed primarily in an office environment while sitting at a desk or computer terminal for extended periods of time or while standing at a counter occasionally. Physical exertion may be required to lift office supplies. Sufficient vision or other powers of observation are essential to permit the employee to read written materials, maintain police records, and visually monitor jail and police facilities. FLSA Class: Non-Exempt #J-18808-Ljbffr City of Pullman