Records Specialist

Federal Way Police Department Records Support Position

Under general supervision, perform a variety of clerical and data entry tasks on an assigned shift in the collection, maintenance and preservation of criminal justice records for the Services Division of the Department of Public Safety. Work involves utilizing computer-based data entry programs to enter data from patrol reports and to conduct specialized file retrieval work; maintaining a variety of files; printing records and case reports as required; operating WACIC and NCIC computer terminal; processing warrants. Employee is responsible for assisting the general public, department personnel and other law enforcement agency personnel, as requested. Employee is also responsible for performing other general office duties, such as sending and receiving documents, preparing outgoing mail and answering telephones. Reports to the Civilian Operations Manager or an assigned Records Supervisor.

The incumbent in this position will be a representative member of and provide records support to a community-oriented public safety department as envisioned by the City Council and set forth in the department vision and values statement: a department which inspires a sense of confidence and security in the citizens of Federal Way through professionalism, citizen involvement, and creative approaches to public safety; a department which is distinguished as a caring, competent, firm, fair, accessible and innovative organization that actively seeks opportunities to help citizens; a department which is a part of, rather than apart from, the community, fostering an effective citizen-police partnership to ensure a safe and secure city.

Essential Duties and Responsibilities

Establish and maintain a variety of tangible files, including case reports and warrants, filing and retrieving information for department personnel as requested or otherwise necessary; assemble case reports and jackets including related crime report information and file in appropriate file locations.

Answer telephones and receive inquiries, providing information or referring callers to proper official, as appropriate; assist the general public and other law enforcement agency personnel with a variety of information requests; review requests; and determine if release of information is in accordance with departmental policy.

Process a variety of patrol reports daily, including criminal papers such as investigative, arrest and follow-up reports; utilize computerized data entry equipment to enter, store and/or retrieve information as requested or otherwise necessary; conduct data searches through the Records Management System and other computer programs and answer computer queries regarding criminal and processes mug photographs, military checks, records checks, etc.

Type a variety of forms and reports from typed or handwritten copy, which requires use of complicated formats, and assumes responsibility for correctness of spelling, punctuation, grammar and format.

Produce copies of case reports, forms, warrants, etc., and distribute to appropriate department personnel and other agency representatives; send and receive documents by teletype and facsimile machines for department personnel, as needed; and process and complete prior arrest forms and other requested documents for District Attorney and other appropriate agencies.

Utilize computer terminal connected to the National Crime Information Center (NCIC) and Washington Crime Information Center (WACIC) to retrieve information about parties identified in criminal papers; enter, confirm and cancel a variety of information regarding missing persons, stolen and impounded vehicles, warrants, etc.; contact officials at various law enforcement agencies to obtain information pertaining to whereabouts of parties identified in criminal papers, and advise officers accordingly; and provide information about various parties identified in criminal papers to other law enforcement, as requested or otherwise deemed appropriate.

Process warrants on a daily basis, ensuring adherence to established policies, procedures and standards; pick up warrants from courts; separate and distribute warrants and related documents; enters and/or updates warrant data into Records Management System computer program; verify past history, driver=s license, vehicle registration, etc.; prepare warrant notification forms; and file warrant documents; confirm or cancel warrants when notified.

Process outgoing mail.

Perform other related work as required.

Education and Experience

Requires graduation from high school and 1 - 2 years of experience in data entry and clerical work; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

LICENSES AND OTHER REQUIREMENTS: Washington Crime Information Center certification in operation of the WACIC/NCIC Communications System.

Knowledge and Abilities

KNOWLEDGE OF:

• The nature and content of a variety of documents processed by the Department of Public Safety.
• The organization and operations of the Department of Public Safety.
• Departmental rules and regulations and City policies and procedures.
• Laws, ordinances and policies related to law enforcement.
• Arithmetic, spelling, grammar and punctuation.
• Modern office practices and procedures.
• Operation of common office machines, including computer-based data entry equipment.

ABILITY TO:

• Use the Washington Crime Information Center and National Crime Information Center computer networks.
• Answer questions from the public based on working knowledge of the activities of the office.
• Type accurately at a moderate rate of speed.
• Establish and maintain a variety of moderately complex files.
• Maintain accurate records and to develop meaningful reports from those records.
• Develop and modify work procedures, methods and processes to improve efficiency.
• Communicate effectively in oral and written form.
• Read and compare words and figures carefully and accurately.
• Exercise tact and courtesy in frequent contact with law enforcement personnel and the general public.
• Establish and maintain effective working relationships as necessitated by work assignments.

ENVIRONMENTAL CONDITIONS/STANDARDS/PHYSICAL EFFORT:

Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, typewriters, copiers, facsimile machines, scanners, fingerprint classification tools, moveable files, etc. Requires the ability to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors.

Language Ability: Requires the ability to read a variety of correspondence, forms, reports, records, legal forms, cards, logs, manuals, references, maps, etc. Requires the ability to prepare records, reports, forms, etc., using prescribed formats. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form, and to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information; to explain procedures; and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including law enforcement terminology, fingerprint classification code and emergency response codes.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, add and subtract.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

Manual Dexterity: Requires the ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and hear (expressing or exchanging ideas by means of spoken words; perceiving nature of sounds by ear). Must be able to communicate via telephone.