Records Specialist

Description

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities requires. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.

• Maintains a high volume of case files for Patrol, Detective Bureau, Burglary Unit, SVU, and MSOS.
• Processes all crash/accident reports from Government Aries system.
• Enters all traffic tickets.
• Researches records for closure or missing information status.
• Processes and sends reports via PDF to the prosecutor's office.
• Interacts with the public (civilians, businesses, victims, suspects, convicted felons) over the phone and face to face.
• Creates a Public Bulletin every 8 hours; updating information as cases are created for Officers and the Public.
• Oversees and maintains logs of all police cases and supplements.
• Researches and processes Public Access Requests.
• Performs background checks, and gun permits.
• Processes all impounds with constant contact with multiple Tow Companies.
• Scans/Archives case paperwork from services into LaserFiche for archiving purpose.
• Contacts and interacts with internal and external personnel, City Legal, Officers, Probations Offices, Court Systems, Outlying Law Agencies, Civilians, Business owners, etc.
• Reviews, processes, and distributes reports and cases to requesting agencies.
• Working Front Desk, answers all incoming calls
• Takes reports over the phone and face to face as they come into SBPD.
• Dispatches calls for certain situations when an officer is needed at a specific location.

KNOWLEDGE/ABILITY

• Proven data entry skills.
• Phone etiquette and working with diverse public population.
• Outstanding customer service skills for internal and external customers.
• Ability to focus on problem-resolution in a professional manner.
• Capacity to work with a variety of City software systems, web browsers.
• Must have computer experience including proficiency in Word, Excel and Outlook.
• High level of judgment and decision-making abilities are expected.
• Must maintain a felony-free record.

EDUCATION / QUALIFICATIONS:

• High School diploma or equivalent education.
• Associate degree or Certificate a plus.
• 1-2 Years data entry experience.
• 1-2 years receptionist/phone answering preferred

CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Driver's License.
• IDACS Certified within the first year.

EQUIPMENT

Computer (Multiple Software Applications), Scanning Equipment, Fax Machine, Copier, Phones.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. The employee must be able to stoop or crouch accessing records in file cabinets. Specific abilities required in this job include good vision and the ability to adjust focus.

WORK ENVIRONMENT:

The employee will work indoors. Conditions indoors will be in a temperature-controlled environment and office setting.

SCHEDULE:

Monday- Friday 6am -4pm, four 10 hour days, rotating schedule, some holidays and some Saturdays

UNION AFFILIATION:

N/A

REQUIRED:

• Driver's License
• Pre-Employment Drug Screen
• Background Check

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at-will employer.

Requirements

Essential Duty: Uphold Core Values

All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:

• Excellence - Deliver high-quality service and strive for continuous improvement.
• Accountability - Take ownership of responsibilities and outcomes.
• Innovation - Seek creative solutions and embrace new ideas.
• Inclusion - Promote a respectful, equitable, and welcoming environment.
• Empowerment - Support and encourage others to grow and succeed.

This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service. These values shape our culture, inform our decisions, and inspire our work every day.