Records Specialist

Records Specialist

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.

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.

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.

For Veteran's Scoring Criteria, please attach copy 4 of your DD214, if applicable

The City of Federal Way offers a complete benefits package to regular status full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. Regular status part-time employees, receive benefits on a pro-rated basis. To learn more details, visit our benefits page.