Police Records Specialist (PT)

Police Records Specialist

The Police Records Specialist will work in a fast-paced environment, incorporating accuracy and efficiency with minimal supervision. Police Records Specialists perform varied specialized support work including clerical, statistical, computer-based records management, answering telephones, responding to public records requests, fingerprinting citizens, and providing customer service to the public at the Police Records counter. Overtime may be required. This is a part-time position at 20 hours per week.

Essential Job Functions

• Conducts file inquiries into national, county, and local data banks to check driving records, vehicle registrations, stolen property files, warrants, criminal history records, and missing person listings and provide confirmation when necessary.
• Prepares correspondence, court packets, statistical reports, pressboard reports, case reports, and numerous other written assignments.
• Processes and maintains documents including, but not limited to, warrants, police reports, and citations, and route documents to the appropriate personnel and/or agency.
• Performs quality control support functions related to the entering and processing of police records. Reviews and verifies records and record entries for accuracy and continuity of data between the department's local records management system, state, and federal databases. Arranges for corrections to be made when necessary.
• Processes pistol transfers, concealed pistol licenses and firearms dealer licenses according to state and federal law. These duties include conducting appropriate fingerprinting, background investigations and legal research to verify and approve the transfer or licensing.
• Provides professional support and information to officers, outside law enforcement agencies, and the public at the front counter, by phone, and by email.
• Assists police staff with various activities including but not limited to researching data via automated systems, providing notification to officers of subpoenas, assist with the intake process of found property.
• Participates in regular internal audits of the records section and execution of complex projects as assigned by the Records Lead.
• Provides support, processing, and redaction of Public Records requests in compliance with the Washington Public Records Act.
• Maintains strict confidentiality of restricted information.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities.

Qualification Requirements

• Must be at least 18 years of age.
• Must have a high school diploma or GED.
• Must be able to accurately type at least 35 words per minute and have a working knowledge of computers and various software programs.

Preferred Qualifications

• Previous police records or dispatch experience

Licensure/Certification

• Valid WA State Driver's License with a driving record free from frequent or serious violations. A three (3) year driving record abstract must be submitted prior to hire
• Completion of NIMS ICS-100, 200, 700, and 800 within first six months of employment.

Knowledge, Skills and Abilities

Knowledge of:

• Police records management system (work experience in this area highly desirable)
• General records management procedures
• Public disclosure, dissemination and records retention/destruction is desirable (work experience in this area highly desirable)
• Federal, State, and local laws affecting areas of responsibility

Skilled in:

• The use of Microsoft Office software products. Proficiency with Word and Excel is desirable.
• Interpersonal skills, tact, patience, and courtesy
• Communicating clearly, orally and in writing, in a courteous, diplomatic manner to exchange information both internally (department staff and other agencies) and with the customer base
• Accurate data entry
• Organizing priorities on high volumes of work, perform numerous tasks simultaneously
• Accurately proofreading materials for clarity correctness and compliance with legal standards
• Providing timely customer service to a variety of individuals and agencies

Ability to:

• Handle multiple calls and other requests in an organized manner with minimal or no direct supervision.
• Possess a clear voice for oral communications and have acceptable written communication skills.
• Work in a team environment.
• Take initiative and work independently with minimal supervision
• Demonstrate proficiency in principles and terminology applicable to law enforcement records
• Cope with numerous interruptions and shifting priorities
• Present a positive image of the city's services challenging circumstances
• Adhere to strict confidentiality requirements
• Listen and elicit complete information from others quickly. Remember and connect important details
• Interpret, apply, and explain relevant regulations, policies, and procedures
• Apply critical thinking, dynamic problem solving, keen attention to detail, and exceptional organization to all aspects of daily work
• Work well under pressure
• Establish and maintain effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service, or diverse cultural and linguistic backgrounds
• Commute independently to and from work and arrive punctually for designated work schedule (virtually or in person), including to community meetings and events

Working Conditions & Physical Abilities

Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). May involve some climbing, balancing, stooping, kneeling, crouching, crawling, walking, or standing. Tasks may involve extended periods of time at a keyboard or workstation and extended periods of time standing and/or walking. Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes). Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors. Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally and in writing. The City of Mercer Island maintains a drug-free and smoke-free workplace.