Police Records Specialist

Police Records Specialist

Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!

The City of Kent is currently accepting applications for the position of Police Records Specialist. Have you wanted to pursue a career in the fast-paced environment of the Police Department? Are you someone who is customer-focused and able to successfully handle multiple tasks simultaneously, while paying careful attention to details? If so, the Police Records Specialist may be just the opportunity for you! This position requires someone who can remain calm and think quickly under stress. The ideal candidate will have three (3) years of progressively responsible general office experience, along with experience dealing effectively with the public.

The following employment opportunity is a represented AFSCME as well as a Civil Service position. The City will establish a ranked eligibility list for this classification that will be in effect for a period of six (6) months, but it may be extended upon request of the Police Chief, up to twenty-four months.

This position requires working assignments covering 24 hours per day, 7 days per week, including weekends, and holidays in the office.

This recruitment will utilize multiple steps to narrow down the applicant pool. Dates for these processes have not yet been set but the passing requirements are as follows:

• Computer based Assessment (remote assessment): 70% passing score required (weight of 100%). Those applicants that pass the computer-based, assessment will be ranked in chronological order on the eligibility list.
• Background - Pass/Fail
• Polygraph - Pass/Fail
• Chief's Interview - Pass/Fail

SALARY:

$5,672.00 - $6,901.00 monthly, depending on experience

General Purpose: Under the direction of a Records Supervisor, incumbent performs a variety of communicative functions, and technical and clerical duties in support of the Kent Police Department.

Work is characterized by a variety of communicative functions and responsible administrative duties in support of the Police Records division. Duties and responsibilities include, but are not limited to, relaying information in support of the Police Department operations; entering, retrieving and verifying information; disseminating police-related reports and criminal history in compliance with public disclosure laws; calculating and collecting fees; maintaining files; operating word processing equipment; transcription of confidential information.

Work is performed under general supervision. Supervisor defines objectives, priorities, and deadlines; and assists incumbent with unusual situations that do not have clear objectives or precedents. Incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.

All employees in this classification are subject to eight or ten hour varying shifts including weekends and holidays.

Reports To: Records Supervisor

Essential Duties and Responsibilities:

Act as communications liaison and perform technical and clerical duties in support of the Kent Police Department operations. Coordinate verbal, written and electronic communication responses to law enforcement personnel, media, and citizens by providing information via telephone, police radio, computer, facsimile or in person, assuring a timely reply to requests for assistance.

Run computer inquiries and enter law enforcement information as appropriate such as 911 and non-emergency calls for service, wanted/missing/violent persons, vehicles, etc., Department of Licensing information to include photos, and relay via radio and computer to Police Officers in the field.

Process concealed pistol licenses and firearm dealer licenses, which may include fingerprinting applicants, scheduling appointments, taking payments, conducting background checks using multiple databases, logging denial/process information, mailing licenses to applicants, and providing license information to Department of Licensing.

Conduct background checks for VIPs volunteers, criminal justice applicants, or vendors.

Provide information to citizens by telephone and in person such as: location directions, community services activities, and complaints.

Review, verify, prepare for service, and communicate to Police Officers and other law enforcement agencies conditions of Court orders. Enter Court orders in State computer system.

Enter, clear and retrieve arrest warrants both internally and to other law enforcement agencies to assure timely and appropriate enforcement actions.

Process and disseminate police-related reports and criminal history to citizens and other agencies in compliance with public disclosure laws.

Receive verbal reports of Civil and Criminal violations from the general public. Route information to the proper contacts to include chain of command.

Calculate, collect and receipt fees associated with concealed pistol licenses, fingerprinting, and copies of case reports.

Notify special response units such as: Emergency Response Team (ERT), Hostage Negotiator, Canine Officer, Accident Investigators, Homicide Investigator, Civil Disturbance Unit and Evidence Technician, as directed.

Monitor alarm panel; coordinate appropriate responding agencies for various City departmental alarms including Water, Fire, and requests for assistance.

Establish and maintain files for pistol permits, arrest forms, court orders, warrants, restraining orders, police reports, sexual offenders, missing person reports, gun dealer licenses, phone rolodex and juvenile arrests.

Maintain police logs such as: court orders, citations and infractions, in-custodies, warrants and other logs for regional information systems.

Operate a variety of transcription and dictation equipment: transcribe and type from dictation and hard copy, notes and verbal instructions such as verbatim suspect and witness statements, suicide notes, child abuse reports and confessions, and the ability to transfer such statements to appropriate computer programs and folders.

Fingerprint applicants for citizenship, various licenses, and permit requests.

Enter serial numbers of stolen property, pawned articles and pistols in WACIC State computer system.

Perform quality assurance of all information entered into the Records Management System, ensuring departmental entry standards; National Incident Based Reporting System (NIBRS) coding requirements are met. Enter case reports, supplemental reports and notes under the same standards and coding requirements.

Purge inactive warrants and Court orders from files.

Actively support the vision, mission, values and goals of the department and the City.

Peripheral Duties:

May serve as acting Records Supervisor in their absence as assigned.

Other related duties as assigned.

Knowledge, Skills and Abilities:

Knowledge of:

• The City's and department's mission, vision, values and procedures in general and specific procedures and deadlines covering the great variety of paperwork handled in the Records Section
• Applicable laws, codes, regulations, policies and procedures
• Modern office practices, procedures and equipment
• Record keeping procedures
• Basic mathematics including: adding, subtracting, multiplying and dividing
• City organization, operations, policies and objectives
• Interpersonal skills using tact, patience and courtesy
• Communication and procedures codes used in the Kent Police Department Operations.
• The role and responsibilities of police officers.

Skilled in:

• Evaluating potentially volatile situations and taking appropriate action
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Communicating clearly, orally and in writing, in a courteous, diplomatic manner to exchange information
• Formatting methods and techniques for a wide variety of word processing documents
• Accurate data entry
• Listening and eliciting complete information from others quickly
• Setting priorities on high volumes of work, perform numerous task assignments simultaneously, coordinate with others to meet strict deadlines

Ability to:

• Cope with numerous interruptions
• Work both independently and cooperatively with others
• Present a positive image of the city's services even when citizens are angry, upset or abusive
• Remain calm in frustrating or upsetting circumstances
• Adhere to strict confidentiality requirements
• Proofread materials for clarity, correctness and compliance with legal standards as appropriate
• Decipher and transcribe foreign accents, dialects, tapes of poor quality, (telephonic and or of extreme emotion (911)
• Work under stress and tight deadlines
• Work in a neat and orderly manner
• Remember and connect important details
• Type proficiently (45 WPM)
• Interpret, apply and explain relevant regulations, policies and procedures

Machines, Tools and Equipment Used:

Requires use of typical business office machinery and equipment including but not limited to computer, telephone, fax, copy