Police Permit Technician/Records Clerk

Job Summary & General Information

Under the direction of the Police Records Manager, is responsible for permit/GCIC background check intake and processing. Work involves providing information, assistance and processing to the general public and internal City departments regarding a variety of permit applications and forms; GCIC background check applications and forms for the general public as well as the City for events and employment; permit ordinances, permit issues; processing, evaluating and issuing alcohol, massage and door-to-door solicitation permits; maintaining a variety of records, including maintaining a database of issued permits; ensuring compliance with all state and federal laws and City ordinances governing permits and background checks and providing highly responsible professional assistance to senior management.

Essential Job Functions and Responsibilities

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement records and information including police reports, citations, warrants, protective orders, and subpoenas.
• Enters, maintains, and retrieves data, reports, and information using a variety of automated law enforcement records systems. Provides statistical data for internal uses such as crime analysis and performance measurement, and for external uses such as CALEA.
• Reports all crime statistics to the GBI and the FBI.
• Represents the City to the public in a professional and friendly manner, responds to customer inquiries in person, by phone and by email; provides a variety of specialized information to police-related questions and needs. Explains department policy and procedures: reads, interprets and explains technical and legal information to the public. Answers the department's general, non-emergency phone during business hours and appropriately handles calls.
• Receives customer payments for various police services or records in person, electronically or by mail, makes change and issues receipts; balances cash receipts, processes mail payments, develops totals, prepares deposit documents and end-of-day reports and delivers daily bank deposits.
• Interfaces with the Georgia Crime Information Center (GCIC) in confidential functions such as researching warrants and case dispositions, records restrictions, driving records, and criminal history; and entering/validating and auditing data such as warrants and records of arrest.
• Enters warrants in APD warrant's system; answers calls related to warrant issues; verifies current address; validates existing warrants for stolen guns, wanted persons, and stolen cars; prepares monthly report to ensure warrant system effectiveness.
• Receives and coordinates responses to all records requests from the general public, media, attorneys, other government and law enforcement agencies, courts and prosecutors requests for the police and fire department Acts as the subject matter expert on the Geogia Open Records Act and all other laws that govern police records releases. Evaluates the request, determines cases status and which records are subject to release, gathers responsive records, redacts legally required information, cites appropriate laws for redaction or records exemptions and expertly communicates laws and next steps for requestors.
• Receives and processes all expungement/restriction requests by determining which charges are restricted and making sure those records are appropriately shielded from release to parties not entitled to restricted or expunged records. Processes all juvenile court seal/destroy orders.
• Processes and audits case reports for missing attachments and disposition accuracy; audits citations issued to ensure they are received and forwarded to the correct court for prosecution. Forwards Department of Motor Vehicle paperwork, domestic violence reports, and traffic accidents to the appropriate agency.
• Assists Records Manager with police file and record management including their destruction at the end of the record's life-cycle and transformation to electronic storage; scans case records into records management system; assists in the implementation of electronic file record management systems and programs. Ensures compliance with state requirements for records retention.
• Collects checks and cash for records requests, permits and other matters; maintains appropriate ledgers; prepares deposits and issues receipts. Calculates fees; collects, records and balances permit related monetary transactions.
• Provides a variety of specialized information in person or on the telephone regarding permit requirements; advises applicants of permit requirements and the permit process; explains City ordinance requirements and provides the status of permits to applicants.
• Processes all alcohol, massage and door to door sales permits for the City; receives and reviews applications for completeness, processes GCIC criminal history and under supervision determines approval or denial of permit applications. Reviews and releases copies of permit records in accordance with state statutes.
• Maintains and organizes all inmate records in hard copy and on computer, including reviewing incarceration data for accuracy, verifying records are stored electronically and destroyed in compliance with applicable retention and storage statutes.
• Receives audits and verifies validity of cases being processed for warrants of arrest, and summons.
• Assists in researching jail and criminal history records on past and present inmates for Adult Probation and Parole, and other criminal justice entities.
• Processes employment background check requests for other City departments and ensures the information is forwarded to all departments in a timely manner.
• Obtains bond packages and paperwork from the Alpharetta City Jail.
• Processes all juvenile paperwork, including juvenile complaint forms and juvenile traffic citations ensuring juvenile court receives all required records to prosecute the case. Repository for all juvenile court orders and responsible for sealing or destroying juvenile records as ordered by juvenile court.
• Receives and distributes all court subpoenas for officers received by the Department.
• Handle walk-in customers that need to speak to an officer mitigating often emotionally sensitive situations with various parties.
• Process residential security check requests ensuring requests are vetted and processed within established guidelines.
• Coordinates efforts with other county departments and agencies as needed.
• Performs related duties as required or assigned.

• Processes all alcohol, massage and door to door sales permits for the City; receives and reviews applications for completeness, processes GCIC criminal history and under supervision determines approval or denial of permit applications. Reviews and releases copies of permit records in accordance with state statutes.
• Provides a variety of specialized information in person or on the telephone regarding permit requirements; advises applicants of permit requirements and the permit process; explains City ordinance requirements and provides the status of permits to applicants.
• Collects checks and cash for services provided; maintains appropriate ledgers; prepares deposits and issues receipts. Calculates fees; collects, records and balances permit related monetary transactions.
• Interfaces with the Georgia Crime Information Center (GCIC) in confidential functions such as researching warrants and case dispositions, records restrictions, driving records, and criminal history; and entering/validating and auditing data such as warrants and records of arrest.
• Represents the City to the public in a professional and friendly manner, responds to customer inquiries in person, by phone and by email; assists the public with a wide variety of police-related questions and needs, including providing copies of police incident and accident reports. Explains department policy and procedures: reads, interprets and explains technical and legal information to the public. Answers the department's general, non-emergency phone during business hours and appropriately handles calls. Receives packages, opens, and distributes mail.
• Enters warrants in APD warrant's system; answers calls related to warrant issues; verifies current address; validates existing warrants for stolen guns, wanted persons, and stolen cars; prepares monthly report to ensure warrant system effectiveness.
• Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement records and information including police reports, citations, warrants, protective orders, and subpoenas.
• Performs related duties as required or assigned.

:

• Law enforcement records management principles, procedures, techniques, and equipment; familiarity with basic court procedures.
• Georgia Open Records Act and other laws that govern record releases.
• Basic police terminology.
• Public and agency desk procedures and methods of providing services and information including those related to collecting, maintaining, and releasing information, files, and documents.
• Pertinent federal, state, and local laws, codes, and regulations and department rules, policies, and procedures.