Police Records Specialist

Reporting to the Police Records Supervisor, under general direction, the Police Records Specialist provides customer service to the public and administrative support services for Lacey Police Department law enforcement personnel. This position is responsible for a range of duties which include, but are not limited to, providing police services support; providing support to courts and outside legal counsel; performing data management duties; providing general administrative support to supervisory staff; processing public records requests; providing support for evidence processing; and providing customer support to the public.

These duties include but are not limited to the following:

• Receives and processes warrants and restraining orders from the courts. Prepares cover sheets forrestraining and protection orders, enters and deletes warrants,restraining orders, and stolen propertyinto local, statewide, and national computer systems. Prepares files for presentation to prosecutors. Performs criminal checks as assigned.
• MaintainsLacey inmate jail rosterand coordinates in custody court appearances.
• Works extensively with the consortium's Records Management System includingdata entry, routing of reports, ensuring completionof reports, entering and checking stolen property, and other functions.
• Processes Public Record Act requests as directed by the City Clerk's Office or the Police Records Supervisor. Assists in fulfilling the PRA under the direction of management. Review of records may include electronic files, hard copy documents and review of digital video created as a result of body worn cameras.
• Provides customer assistance at the counter and over the phone with police services, which may include but is not limited to, house check requests, area patrol requests, lost/found property, handling of ammunition, "information only" complaints, complaints for insurance purposes, minor harassment calls, obscene phone calls, nuisance complaints, NSF check complaints, theft complaints, property damage complaints, fraud, forgery, and identity theft complaints.
• Processing fingerprints as requested.
• Processes applications for concealed weapons permits.
• Assists with Officer requests for administrative support when appropriate.
• Provides additional general administrative support services as needed such as transcribing statements from victims, witnesses and suspects, scheduling meetings and taking minutes, typing and/or mailing variety of letters and/or memorandum from administrative staff, filing, photocopying, faxing, organizing records/files and preparing destruction logs in accordance with retention schedules, conducts periodic auditing of records, and compiles and prepare statistical reports and/or written correspondence as needed.
• May respond to radio traffic or phone calls from Officersin emergency situations.
• May be askedto assist with Evidence Technician duties, operating in a back-up capacity to include availability for callout off-hours and on weekends if the primary Evidence Technician is not available.
• May be tasked with working directly with community, which includes, communicating crime prevention to businesses and HOA’s; monitoring, responding and posting to social media accounts; managing multi-family housing programs; and assist in planning Community Events.
• Sends monthly National Incident Based Reporting System (NIBRS) report.

Other Duties Assigned

• Assists with processing training requests.
• Assists with travel arrangements.
• Assists with training documentation.
• Assists with equipment/supply inventory.
• Maintains trespass orders.
• Performs other work as assigned.

REQUIRED QUALIFICATIONS:

High school graduate or G.E.D.ANDthree (3) years of increasingly responsible direct administrative and/or customer service functions such as office management, communications, writing, computer applications, and customer service experience in a busy, public oriented office with a minimum of two years of similar functions relating to the work activities of this position.

* May have a combination of experience, education, and training that would substitute for the above requirements.

SPECIAL REQUIREMENTS OR LICENSE(S):

• Must pass a thorough background investigation, which includes a polygraph and psychological examination.
• Must maintain a level of physical and mental fitness necessary to perform the essential functions of the position, with or without a reasonable accommodation
• Must be attentive to job safety considerations and follows all required safety policies, procedures and techniques.
• Must possess a valid Washington State driver’s license at time of hire OR must obtain within thirty (30) days from date of hire and must have a driving record acceptable to the City and the City’s insurance carrier; OR must be able to provide own transportation to and from job, meetings, and related job sites.
• Verification of identity and United States work authorization must be complete as required by the Immigration Reform and Control Act.
• Must obtain and maintain ACCESS level II certification.

Knowledge of:

• General office procedures plus some familiarity with the general principles of public administration and a municipal organization.
• Law enforcement support services which include pertinent laws, municipal codes, local ordinances, policies, and department procedures.
• Modern office procedures, methods, and equipment including computers and computer applications such as: word processing, spreadsheets, and statistical databases.
• Customer service standards and interpersonal skills using tact, patience, and courtesy.
• Mathematic computations necessary to accurately perform assigned work.
• Effective oral and written communication principles and practices (e.g. plain talk guidelines, appropriate use of English language, style, spelling, grammar, and punctuation).
• General accounting and accounts payable.

Skill In:

• Communication of complex and sensitive information.
• Diplomacy and presenting a positive image of the City, both verbally and in writing.
• Using sound judgment, being dependable, and meeting scheduled time lines.
• Interpreting, applying, and explaining rules, regulations, laws, policies, and procedures.
• Responding to inquiries or complaints from customers, staff, management, and members of the general public or referring them onto the appropriate individual or department.
• Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets.

Ability to:

• Perform basic research, organize, and present findings.
• Coordinate total efforts to accomplish a task or provide a service.
• Remain calm in stressful situations.
• Resolve conflict.
• Coordinate and carry on a number of activities simultaneously under stressful and busy conditions.
• Prioritize work to meet deadlines.
• Exercise independent administrative judgment.
• Work independently from general instructions and broad work expectations.
• Establish and maintain effective working relationships with coworkers, employees, department officials, elected officials, and the general public.
• Warmly greet the public and co-workers and clearly convey a sincere willingness to be of service and/or be open to resolving the situation at hand. Clearly explains self or answers when necessary. Takes the time to ensure message is easily understood. Closes all contacts courteously and appropriately.
• Recognize opportunities to build trust; is willing to explore alternatives and solutions; follows up on answers; researches more data if needed; willing to be helpful; willing to negotiate schedule to accommodate another's needs; and is willing to use both good verbal and non-verbal behavior to show an open, accepting attitude.
• Type accurately.
• Positively represent the City, projecting a professional image, and demonstrating department mission, vision and/or values.
• Dress and adhere to grooming standards of the department.
• Maintain regular, reliable, and punctual attendance.