Under the general supervision of the Police Records Supervisor, the Police Records Services Technician performs a wide range of office support functions to include creating, reviewing and processing law enforcement documents and records, identifying and correcting errors and omissions on documents received from staff and/or the public, performing data entry and maintaining records. Applies existing policies and procedures to complete assignments. Uses a variety of computer operations and/or specialized software to complete daily assignments.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
Essential Job Functions & Other Important Duties
Approves information, offense, and arrest reports in accordance with relevant statutory guidelines, internal policies and the FBI's Uniform Crime Reporting program.
Ensures crash reports adhere to the rules and regulations defined by the Texas Transportation Code, makes appropriate submissions to the Texas Department of Transportation and City staff, and maintains internal statistics which are then utilized for targeted police prevention strategies.
Processes alarm permits by accepting fee and application and entering into the database, reviews accounts to ensure residents and businesses are in compliance with the City's alarm ordinance, and coordinates with patrol to enforce revocations and issue citations.
Processes solicitor permit applications by accepting fee, performing criminal history check, and entering into database.
Performs local background check for citizens, prepares letter, and mails to appropriate person or entity.
Responds to intergovernmental requests for information, applies applicable statutory considerations and releases information accordingly.
Responds to court ordered expunctions, sealing of juvenile records and orders of non-disclosure.
Assists with the processing of Public Information Requests in accordance with the Texas Public Information Act.
Works with Collin and Denton County Juvenile Probations Office regarding case records for juvenile offenders, case clearances and sealing of juvenile records.
Assists Criminal Investigations Division (CID) with projects, assignments and reports when needed.
Assists Crime Analyst and Victim's Advocates with modus operandi (MO) Code tracking and statistical reporting.
Enters Class C citations into the database.
Provides customer service to walk-in customers by issuing alarm permits, solicitor permits, RV permits, and copies of incident, accident, arrest, and offense reports.
Collects fees and provides receipts for monies received and prepares daily cash reports.
Answers and directs telephone calls to appropriate personnel.
Opens and distributes U.S. and interdepartmental mail to department personnel.
Orders office supplies and distributes to department personnel.
Other Important Duties:
Notarizes official records and reports.
Assists with non-English speaking customers.
Travels to attend meetings, conferences and training.
Performs other related duties as assigned.
Regular and consistent attendance for the assigned work hours is essential.
May be required to work evenings and overtime.
Knowledge of rules and regulations related to public police record maintenance and storage.
Knowledge of customer service methods and techniques.
Knowledge of computers and related equipment, hardware and software to maintain multiple databases and spreadsheets.
Knowledge of City policies and procedures.
Skill in effective oral and written communications.
Skill in collecting, providing change and receipting monies for records fees, alarm and solicitor permits.
Skill in entering, retrieving, copying, tracking and storing police records, files and reports.
Skill in resolving customer complaints and concerns.
Ability to accurately type documents with excellent grammar and spelling.
Ability to multi-task and work efficiently with multiple interruptions.
Ability to act with discretion and maintain confidentiality.
Environmental Factors & Conditions/Physical Requirements
Work is performed in an office setting.
Crouching – bending body forward by bending leg, spine.
Fingering – picking, pinching, typing, working with fingers rather than hand.
Handling – picking, holding, or working with whole hand.
Hearing 1 – perceiving sounds at normal speaking levels, receive information.
Kneeling – bending legs at knee to come to rest at knees.
Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
Reaching – extending hands or arms in any direction.
Repetitive Motion – substantial movements of wrists, hands, fingers.
Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
Standing – for sustained periods of time.
Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
Talking 1- expressing ideas by spoken word.
Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
Walking - on foot to accomplish tasks, long distances, or site to site.
Work performed is primarily light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.
Equipment and Tools Utilized:
Equipment utilized includes personal computer, copier, calculator, fax machine, other standard office equipment, cash register and department vehicles.