Records Technician I

Job Title

Performs responsible clerical work evaluating and preparing data and warrants for entry into a computerized records management system.

Essential Job Functions

• Evaluates, enters and verifies data in accord with standardized procedures.
• Operates a variety of computerized records management equipment.
• Maintains a system of files, purging the files in accord with standardized procedures.
• Maintains sequence and control of source documents, rejecting incomplete documents.
• Processes criminal records checks and weapon permits.
• Performs other clerical duties including the scanning of reports and other correspondence.
• Collects, balances and prepares insurance request checks for deposit.
• Locates and provides police, attorneys, victims, other agencies and the general public with copies of reports and other documentation.
• Answers telephone calls for requests for information.
• Analyzes calls for the appropriate way to handle each and decides what information to disperse or which department to direct the call.
• Provides field units with requested information, such as report entry questions, arrest paperwork data and report copies.
• Evaluates and corrects officers Mobile Data Terminal (MDT) and written reports.
• Trains officers on correct Incident-Based Reporting (IBR) or report writing procedures as necessary.
• Researches call histories using Computer Aided Dispatch to provide information to departmental personnel when requested.
• Troubleshoots and tests each new software version for IBR compatibility and system errors to be reported to the software vendor.
• Operates the Virginia Criminal Investigative Network (VCIN) and National Crime Information Center (NCIC) with the required certification to retrieve data and enter warrants, capias and other information.
• Compares current data with incoming data from other agencies, researches and corrects as needed and forwards to State Police.
• Evaluates, enters and verifies warrants, capias and other data in accord with standardized procedures.
• Operates a variety of computerized records management equipment and systems.
• Maintains a system of files, purging the files in accord with standardized procedures.
• Maintains sequence and control of source documents, rejecting incomplete documents.
• Completes, processes and files warrants and capias.
• Determines the destination of warrants.
• Communicates executed capias to courts adhering to established time requirements.

Requirements/Preferences

Education Required: High school diploma or equivalent supplemented by courses in typing, office practices and procedures and/or training in data entry operations Experience Required: Some clerical experience Preferred: Data entry experience Certifications/ Licenses Must possess or be able to acquire Virginia Criminal Information Network (VCIN) level B certification and National Crime Information Center (NCIC) level B certification.

Knowledge, Skills and Abilities

• Thorough knowledge of standard office procedures, practices and equipment.
• General knowledge of methods and techniques used in the operation of a computerized records management system.
• Some knowledge of civil and criminal law.
• Ability to operate a variety of office equipment including a personal computer and other information processing equipment.
• Ability to apply complicated procedures, make records management decisions and meet procedural time requirements.
• Ability to maintain records and generate reports.
• Ability to follow oral and written instructions.
• Ability to communicate effectively and tactfully with County employees and the public.
• Ability to discern and keep appropriate levels of confidentiality.
• Skill in records management for accuracy and completeness.

Additional Requirements Subject to a complete criminal history background search with acceptable results. Must pass a typing test demonstrating a minimum of 37 (thirty-seven) words per minute with no errors. Must also be able to perform the job as described in the Physical and Environmental Demands section of this job description.

Other Information

None.