Police Records Specialist

Incentives for Civilian Staff Hiring Bonus/Incentive pay of $7,500 for Professional staff (All hiring bonuses are listed as the net-pay you will receive): $1,000 after hire date. $500 after successful completion of Position‑Specific Training. $1,000 after successful completion of your probation. $2,500 after successful completion of 1 year (after probation). $2,500 after successful completion of 2 years (after probation). Vacation & Sick time front‑load For the Police Civilian staff, at the time of hire you will receive a one‑time addition of 80 hours of vacation and 80 hours of sick time. Vacation and sick time biweekly accruals at the normal rates for new hires. Education Bonus (if applicable) A one‑time bonus for education/earned degree payable after successful completion of your probation. The degree must be from an accredited college or university with major course work in criminal justice studies, social sciences, business management, leadership, forensic science, psychology, or other degree related to the core functions of your position. The degree must be earned/awarded prior to your hire date. If you earn a degree following your hire date, you may qualify for a different educational incentive provided by the Town. More information will be provided during your initial orientation. If you have earned multiple degrees, you will receive the incentive specified for the highest degree earned/presented that relates to your core functions of your position. The incentive is as follows: Associate Degree: $500 Bachelor Degree: $1,000 Masters (or higher): $1,500 Moving Expenses (if applicable) If a police department employee moves to within 30 miles of the Town borders after receiving a final offer of employment, that individual may be eligible for a one‑time payment of potential expenses. Guidelines for this payment are as follows: In‑state (Arizona) move under 90 miles: $250 In‑state (Arizona) move over 90 miles: $500 Out‑of‑state move: $3,000 Travel Reimbursement (if applicable) We will reimburse travel costs related to testing activities that occur after you have received a conditional offer letter. Must keep all receipts. The maximum daily reimbursement will be based on current GSA rates: Airfare: Per Diem & Lodging: This job classification description is intended to be generic in nature and not an exhaustive list of all duties and responsibilities. The specific tasks/duties may vary based on position assignment and as determined by the Town of Queen Creek. Job Classification Summary Positions assigned to this class are responsible for performing specialized clerical and customer service work involving the receiving, maintaining, filing, redaction, and dissemination of police records, case files, and related information, entering data into required systems, preparing information, and serving as primary point of contact via phone/fax/mail/email/in‑person for law enforcement, other governmental agencies, public, media, insurance companies and attorneys. Distinguishing Characteristics This is a fully qualified, experienced level administrative classification in the public safety support job family. Incumbent(s) performs the full range of support duties under general supervision. Classification requires solid knowledge of transactional and/or work standards for completing tasks and assignments of a varied nature. Work may vary from basic to more complex duties and issues but are generally within expected parameters. Essential Duties Answers incoming phone calls, greets walk‑in customers, and assists the general public, departmental personnel, and representatives from other agencies. Reviews data, scans, indexes, files, and performs quality control checks on police related documents. Manages records filing, retention, and destruction. Transcribes electronically submitted police documents. Reviews/verifies arrest data and performs quality control checks on electronically submitted arrests. Prepares and distributes productivity, management, and other Business Intelligence (BI) reports. Processes mail and other communications. Manages/processes Freedom of Information Act (FOIA) or prosecutor requests. Completes manual electronic redactions of public records including reports, audio and video. Enters data into NCIC/ACIC and performs Department of Public Safety (DPS) validations for stolen items, missing/unidentified persons, warrants, etc. Completes local, state, and federal updates/required reports. Collects and processes payments for records and other activities. Fulfills/coordinates 911 and dispatch audio requests. Performs record checks through authorized databases. Provides data/reports to agencies/organizations in accordance with data sharing agreements. Maintains and ensures accuracy of master records in the Records Management System for Persons, Vehicles, Businesses, and other critical indexes. Reviews, accepts, and processes properly served subpoenas or other civil processes. Processes furthers, turndowns, and other similar communication. Assists with general financial and purchasing functions/entries/reconciliations. Ensures proper disposal of confidential materials. Performs related work as assigned. Minimum Qualifications Education and Experience: High School Diploma or GED and 2 years of experience in an office environment performing customer service for both internal and external customers, high volume data entry, and standard clerical duties; or an equivalent combination of directly related education and experience. Related experience in a law enforcement agency of comparable size or larger is preferred. Bilingual in English and Spanish is preferred. Licensing / Certification Requirements None. Special Requirements Must complete a thorough background investigation including a criminal history check and a polygraph examination. Knowledge Office management processes and procedures; Customer service procedures and techniques; Recordkeeping practices and procedures; Rules, regulations, laws, policies, and procedures governing security and privacy of record information; Federal, state, and local regulations regarding criminal justice records and victim’s rights laws; Computerized criminal justice information systems; Proper spelling, grammar, and punctuation; Court procedures regarding criminal records and Victim's Rights laws; Laws, regulations, and policies regarding safe work practices. Skills Providing customer service; Maintaining complete and accurate records/filing systems for easy retrieval of information; Retrieving and verifying information from computerized records; Maintaining confidentiality; Conducting basic research; Following oral and written instructions; Using judgment in performing data entry of technical information into automated systems; Proofreading numerical and text data; Operating standard office equipment; Using computers and related software applications; Prepare a variety of documents and information relevant to assignment; Communication and interpersonal skills sufficient to exchange or convey information and to receive work direction. Physical Strength Demands Sedentary: Exerting up to 10 lbs. occasionally or negligible weights frequently; sitting most of the time. Light: Exerting up to 20 lbs. occasionally, 10 lbs. frequently, or negligible amounts constantly or requires walking or standing to a significant degree. Medium: Exerting 20-50 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. constantly. Heavy: Exerting 50-100 lbs. occasionally, 10-25 lbs. frequently, or up to 10-20 lbs. constantly. Very Heavy: Exerting over 100 lbs. occasionally, 50-100 lbs. frequently, or up to 20-50 lbs. constantly. Physical Demands Continuously: 2/3 or more time. Frequently: 1/3 to 2/3 of time. Occasionally: Up to 1/3 time. Rarely: Never: Never occurs. Hazards and Environmental Factors Hazards may include mechanical, chemical, electrical, fire, respiratory, noisy/vibration, wetness/humidity, explosives, physical hazards, communicable diseases, and other hazards. Employees should be mindful of safety protocols and wear protective equipment as required. Protective Equipment Required None. Non‑Physical Demands Time pressure; emergency situation; frequent change of tasks; irregular work schedule; performing multiple tasks simultaneously; working closely with others as part of a team; tedious or exacting work; noisy or distracting environment; other. Primary Work Location Office Environment Warehouse Shop Recreation/Neighborhood Center Vehicle Outdoors Combination of Office, Vehicle and Field Other (Specify Below) Machines and Equipment Standard office equipment; vehicle. Environmental Factors D: Daily; W: Several times per week; M: Several times per month; S: Seasonally; N: Never. Health & Safety factors include mechanical hazards, respiratory hazards, chemical hazards, extreme temperatures, electrical hazards, noise and vibration, fire hazards, wetness/humidity, explosives, physical hazards, communicable diseases, physical danger or abuse, and other hazards as applicable. #J-18808-Ljbffr