Under direction of the Police Records Supervisor, the purpose of this position is to perform clerical and technical duties related to the processing, maintenance, and retention of police records; engage in public contact both in person and by telephone; and quality control of reports in the Records Management System.
This position operates in a fast-paced environment involving multiple duties that may change daily. This position requires a high level of integrity, sound judgment, quick decision-making, and ability to multi-task.
Essential Functions/Knowledge, Skills, & Abilities
GENERAL EXPECTATIONS FOR ALL EMPLOYEES
In order for us to continue to achieve our primary function of making McKinney a better place to live, work, and raise a family, we hold these expectations for all employees.
Learn and demonstrate an understanding of how team, department, and City goals are interconnected.
Contribute to a positive work culture.
Ability to assess his/her work performance or the work performance of the team.
Contribute to the development of others and/or the working unit or overall organization.
Ability and willingness to work as part of a team, to demonstrate team skills, and to perform a fair share of team responsibilities.
Ability to continuously learn and develop through a mix of internal and external training opportunities, and if applicable, encourage subordinates to do the same.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Types correspondence, memoranda, and related materials for the department or division.
Receives written and oral requests, complaints, and inquiries, and follow through with details.
Answers telephone calls for records, alarms, and other various police requests.
Assist citizens via phone, fax, mail, or in person with various requests for records.
Assist officers, detectives and other police personnel with various requests.
Perform local background checks for the public, military, and other police agencies.
Process interagency requests for reports and data, including requests from the District Attorney's Office, Child Protective Services, Probation and Parole, and other police agencies.
Review offenses, arrests, accidents, and supplements to ensure IBR standards are met and reports are complete and accurate.
Review of Traffic / Non-Traffic Citations.
Process and file Criminal Trespass Warnings.
Process accident reports submitted to TXDOT.
Registration and updates for sex offenders.
Process impound auctions for local tow companies.
Perform monthly validations for NCIC/TCIC.
Process impound sheets.
Accept alarm registration and permit fees, create and update alarm permit accounts
Receive and process juvenile arrest reports and paperwork.
Receives and sorts mail.
Gathers data from files to aid in compiling a variety of reports; make and distribute copies of reports.
Receive and process taxi/limo applications for permits, and solicitor permits.
Maintains and file current records, publications and manuals as prescribed.
Scanning of all hard copy documents and records.
Works independently in the absence of specific instructions or supervision.
Reads documents and computer screens.
Displays good decision-making abilities.
Communicates effectively with the public via correspondence, telephone and in person.
Drives to other City locations for meetings, etc. as required.
Complies with all written City policies and procedures.
Process requests from Property Division for seized, unclaimed, and found monies.
Adheres to assigned work schedule as outlined in City and department attendance policies and procedures.
Process multiple methods of payments with accurate cash handling techniques.
Prepare daily cash receipts and deposits.
OTHER JOB FUNCTIONS:
Perform other duties as assigned or directed.
KNOWLEDGE, SKILLS, ABILITIES, AND BEHAVIORS
Ability to embrace and embody the City's core values of Respect, Integrity, Service, and Excellence (R.I.S.E.).
Ability to communicate effectively with peers, supervisors, subordinates, and people to whom service is provided.
Ability to produce desired work outcomes, including quality, quantity, and timeliness.
Ability to plan and organize work, time, and resources, and if applicable, that of subordinates.
Requires the ability to utilize a wide variety of descriptive data and information, such as various federal, state and local laws, statutes and ordinances, e.g. DWI, Sex Offenders, Juvenile Crime, etc. In addition, the Open Records Act, Accident Instruction Handbook, Records Management Software and NCIC/TCIC requirements.
Requires ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work requiring independent judgment concerning choices of action.
Requires the ability to exercise sound judgment in situations that may be stressful and require quick decisions.
Requires the ability to perform skilled coordinated movements, such as operating a computer terminal and various office equipment.
Obtain TCIC/NCIC, TLETS full-access certification.
Apply and receive certification as a notary public.
The ability to work in a team environment; contribute as a team member and treat co-workers, subordinates and customers with respect.
Build professional relationships with internal staff and customers.
Offer flexibility and adaptability, especially during times of change.
Strong communication, both oral and written, and negotiation skills when it comes to customer requests.
Maintain a professional demeanor in challenging situations.
High level of integrity and dependability with a strong sense of urgency and results-orientation.
High school diploma or GED; supplemented by one (1) year previous experience and/or training involving record keeping/clerical duties. Requires typing skill of 40 wpm. Ability to work with all Microsoft software, including Access, Word, Outlook, and Excel.
TLETS certification and a licensed Texas Notary Public.
Any work related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.
CONDITIONS OF EMPLOYMENT
Must pass a drug screen and background check.
Must have Class C Texas Driver's License
Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Dynamic environment that requires one to be sensitive to change and responsive to changing goals, priorities, and needs.
The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
The City of McKinney is an equal opportunity employer (EOE) committed to an alcohol / drug free workplace and to providing equal opportunities regardless of age, race, color, gender, religion, national origin, marital status, veteran status, disability or any other legally protected status.