Police Records Technician II

City of Duluth Minnesota - Duluth, MN

Summary / Purpose
This is the journey-level class within the Police Records Technician series performing clerical and technical duties involved in the maintenance of highly confidential records and crime data with only occasional instruction or assistance.

Employees at this level are distinguished from the Police Records Technician I level by the proficient performance of the full range of duties as assigned including processing, coding and independently entering various reports into a records management system, working independently, applying well developed program knowledge, and exercising judgment and initiative. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Work is normally reviewed only on completion and for overall results. Positions at the Police Records Technician II level are normally filled by advancement from the Police Records Technician I level.

Essential Duties & Responsibilities (other duties may be assigned)
Be an effective team member by exhibiting self-motivation, supporting other employees in handling tasks, interacting effectively and respectfully with others, showing a desire to contribute to the team effort, accepting assignments willingly, and completing tasks within agreed upon timelines.
Type, word process, record, and file a variety of police records, reports, and materials including memos, letters, reports, complaints, booking information, warrants, citations, and crime and traffic reports from hard copy or dictation.
Copy, sort, file, retrieve, and distribute a variety of documents and police reports, citations, warrants, and other materials to appropriate personnel and to appropriate agencies.
Assemble, code, index, record, and summarize a variety of police data including administrative citations, serious crime offenses, stolen, stored, recovered, and towed vehicles, crime reports, booking sheets, file field interrogation cards, and related documents.
Enter and retrieve data in City, local, state, and federal law enforcement automated database systems.
Perform transcription of police reports and typing services using independent judgment.
Scan, index, and verify a variety of records and reports into the records management system.
Release requested reports and related information to the public or to outside agencies in accordance with established regulations.
Perform receptionist duties, including answer telephones and assist department personnel and the general public by telephone or in person by providing general information regarding departmental policies, procedures, and regulations.
Maintain, sort, copy, and distribute reports and other materials; distribute mail.
Complete criminal history background checks and process fingerprint cards as needed.
Handle basic financial transactions, which may include billing, invoicing, ordering of supplies, and receiving monies.
Other duties may be assigned.
Minimum Qualifications
A. High school diploma or GED equivalent; and one (1) year of general clerical experience; and; one (1) year of experience comparable to Police Records Technician I with the City of Duluth.
B. A combination of education, experience, and training considered by Human Resources to be equivalent to the above.
C. Ability to type 40 wpm with accuracy.
D. Knowledge of modern law enforcement principles, procedures, techniques, and equipment preferred.

License Requirements:
A. Possession and ability to maintain data certification issued by the Bureau of Criminal Apprehension.

Selection Process
Education/Experience Review (100% of scoring process; 70% pass point): Applicants meeting the minimum qualifications will be rated based on the type (relatedness) and extent of their education and experience as documented on their application and/or supplemental questionnaire.

Typing Exam (Pass/Fail; 40 WPM): All applicants meeting the minimum qualifications will be invited to take the Typing/Keyboard Exam. Applicants who pass this exam will have their names placed on an eligible list for this classification.

Alternative Exam Process: For individuals who qualify under the Americans with Disabilities Act (ADA), alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at (218) 730-5210, as soon as possible prior to the scheduled date of the exam. TDD services are available through (218) 730-5630.

Right to Appeal: Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education/Experience Review, the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing, shall contain a complete statement of the matter in controversy and the relief requested, and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically, the notice should be sent by email to hrinformation@duluthmn.gov.

Work Eligibility: In accordance with the Immigration Reform and Control Act of 1986, the City of Duluth requires verification of identity and work eligibility at the point of hire.

Veterans: For applicants claiming veterans' preference, a legible discharge certificate (DD214) verifying 181 days of consecutive service and separation under honorable conditions MUST be filed WITH the Application for Veterans' Preference (Download PDF reader). Failure to provide the required documentation may eliminate the candidate from subsequent steps in the selection process. Veterans' points will be added only if the applicant successfully completes all phases of the exam process and has submitted all required documentation to Human Resources. For applicants claiming disabled veterans' preference a letter dated within one year from the Veterans' Administration documenting entitlement to compensation for a permanent service-connected disability MUST be filed WITH the Application for Veterans' Preference.

Non-Discrimination: The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, marital status, familial status, age, sexual orientation, status with regard to public assistance, disability, genetic information, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Probation Period: 6 months
Duration of Eligible List: 7 months
Job Number: R1962