1. Performs a full range of administrative duties, such as researching and summarizing information from various sources, completing detailed reports, maintaining thorough knowledge of departmental operations and current laws, interpreting policies and terminology, and/or handling sensitive and confidential information in the law enforcement field.
2. Receives, reviews, scans, verifies, and enters reports for Police and Animal Services, including, but not limited to arrest reports, offense reports and crash records; prepares daily reports for case assignments; maintains the offense, arrest and crash logs to ensure all reports are completed in compliance with department policy and state and federal laws. Maintains all attachments and related documentation in the Records Management System. Manages, maintains, and ensures proper storage, retrieval, uploading and retention of all digital media in accordance with department policy and applicable laws.
3. Analyzes, records, and compiles statistics in compliance with state and federal crime reporting guidelines and regulations (UCR/NIBRS); reports crime statistics to the State of Texas as required by law.
4. Writes reports/supplements in the Records Management System for web reports, lost/found property, and stolen/recovered property as needed in support of the Patrol Division.
5. Reviews and verifies information related to Racial Profiling Stop Data records, citations, criminal trespass warnings, and documented field interviews. Maintains information in the RMS Master Name File as needed.
6. Collects various fees including but not limited to, accident report fees, police report fees, open records fees, clearance record fees, and alarm fees; reconciles daily financial report of monies collected and manages the daily deposit for the Police Department, to include Administration and Detention Center related funds. Manages invoices related to towing services for all city departments in support of the city-wide contract. Provides monthly recap to City Finance for alarm permit-related fees and reports and assists City Finance with General Ledger review of Records general ledger account entries.
7. Answers telephones for the Records Division, as well as all unanswered department specific calls and general operator calls via the police department phone tree; greets and assists the public at the Records counter and front lobby; contacts dispatch for walk-in reports; controls access to the Public Safety Building; announces and/or directs visitors to the proper department; maintains visitor logs; issues and maintains logs for passes and elevator access; maintains logs of department donations/gifts received.
8. Completes the Records portion of the mandated state and federal monthly validations of all police department entries into state and federal databases (TCIC/NCIC); sends letters or makes direct contact with crime victims to verify property status; logs and maintains records of validation.
9. Creates, maintains, and updates forms used by all divisions within the police department. Supports the Office of Professional Standards by maintaining authorized forms and assisting with policy review and revision as needed.
10. Keeps abreast of retention schedules of various records as established and managed by the Texas State Library; manages retained records, both active and those permanently released to Records for retention; follows the City rules regarding records destruction and completes destruction orders for City approval on a timely and regular basis.
11. When directed by court order, processes all record expunctions, juvenile records sealing, and orders of nondisclosure; follows all local, state and federal regulations regarding laws of expunction.
12. Performs record checks and background checks, including but not limited to citizen requests, Crime Free Multi-housing, Citizen’s Police Academy, volunteer programs, other law enforcement agencies, and Solicitor Permit Request through the City Secretary’s Office.
13. Stays current on Texas Legislature activity and addresses any actions needed to remain in compliance with legislative updates, changes, or newly implemented laws.
14. Manages the sex offender registry, including maintaining records of current registered offenders living within Grapevine, processing transfer of records when offenders leave or new offenders move into the city, and assist with inquires related to the registry from other agencies, offenders, and others as needed.
15. Processes, enters and maintains alarm permit records; receives and processes payments for all alarm related fees; addresses expired and unpaid alarm fees either by phone, email, or mail.
16. Assists the general public, department personnel and representatives from other agencies in obtaining police related information; provides copies of police reports to citizens, insurance companies, lawyers, city prosecutor, county attorney, victim, witness, etc., applying the Texas Open Records Act when appropriate. Provides support to the City Secretary’s Office for open records requests as needed.
17. Completes requests for specialized information, including but not limited to CLERY Act requests, crime statistics, and historical police records data.
18. Receives and distributes mail and packages to all departments in the Public Safety Building. Ensures outgoing mail is ready and available for pickup by the US Postal Service. Maintains supplies for and servicing of the Public Safety Building postage meter.
19. Serves as a notary public.
20. Provides training and support to all divisions within the Police Department, trains and manages scheduling for volunteers working in the Records Division, provides assistance and support to Fire Department related to records request and retention; also provides training and support to surrounding agencies in the metroplex as needed.
21. Provides support to the Custodian of Records.
22. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.
23. Regular and timely attendance are required for this position.
24. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.
SKILLS, KNOWLEDGE AND ABILITIES
- Must have excellent organizational and communication skills and the ability to prioritize work.
- Must be able to work in a fast-paced team environment and independently, while applying sound judgement and accurate interpretation of city and police policies and procedures.
- Must be able to make competent decisions in all activities; perform under stress; perform a variety of tasks, often changing from one task to another of a different nature without loss of efficiency or composure.
- Must have the ability to read papers, periodicals, and manuals; perform detailed recordkeeping; perform basic arithmetic operations; write reports, prepare business letters, and summaries with proper format, punctuation, spelling, and grammar.
- Must possess skill in operating a computer, calculator, telephone, DVD Burner, fax machine, copy machine and scanner.
- Must have the ability to communicate clearly and courteously with others, both in person and on the telephone
- Must demonstrate the ability to learn legal issues, Texas Open Records Act, Texas Penal Code, Texas State Library regulations and the Code of Criminal Procedure and other relevant codes and laws.
EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS
Requires a high school diploma or GED. One year of clerical experience is preferred; or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job.
Must be proficient with assorted technology and computer software, i.e. Microsoft office, iPods, iPads and scanning equipment. Ability to perform clerical duties, i.e. answering phones, adapt quickly to a variety computer software and keyboard sizes, i.e. stand vs. laptops with minimal training.
Ability to pass typing test at 30 WPM.
Must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B Misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order.
Must pass a Federal/National criminal background check and credit check. Must have a valid Texas driver's license or have the ability to obtain one, with an acceptable driving record as defined by City policy.
The position requires the applicant to pass an interview board, background investigation, polygraph examination, Chief's review board, and conditional job offer requirements.
Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order.
Class A Misdemeanor Conviction, Deferred Adjudication or Felony Conviction are permanent disqualifiers.
Must pass a pre-employment drug screen.
WORKING CONDITIONS
While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.
