Job description

JOB SUMMARY

Participates in maintaining the Police Department's records and files; provides customer service to the public; processes accident/offense reports, open records requests, prepares, copies, files, and distributes forms, correspondence, and other @types of paperwork; performs data entry; monitors the accuracy and completeness of data; conducts background checks; daily opening and closing procedures; and performs other related duties. ESSENTIAL FUNCTIONS AND DECISION MAKING ESSENTIAL DUTIES AND RESPONSIBILITIES Greets and provides customer service to the public; responds to public inquiries and complaints; determines the @type of report, level of assistance required, and/or necessity of officer involvement; receives monies from the public and issues related reports and receipts; balances daily receipts for records services provided; ; answers incoming calls; scans documents into the records management system and other databases; enters lost property reports; provides translation services to the public and law enforcement personnel. Verifies clearance and identifications for visitors to the department.

Logs and issues visitor passes. Processes all internal and external email, fax and mail requests for the department. Processes accident reports.

Logs transactions performed relating to arrests, bookings, etc. clears warrants from departmental database. Reviews incident and arrest reports for completeness and accuracy, generates and submits monthly UCR and NIBRS reports to the Department of Public Safety.

Respond to requests for information from outside agencies such as the military, federal, state and local law enforcement agencies across the nation; ensures submittal of required release forms; searches local/state databases for arrests involving applicants; attests to the validity of information provided in background check reports. Notarize forms and documents as required. Receives, processes, and tracks open records requests.

Acts on behalf of the Police Records Supervisor as required. May be required to attend court hearings and testify regarding records procedures. Travel to attend meetings, conferences and training.

Regular and consistent attendance for the assigned work hours is essential. Emergency response as required in support of department or citywide needs. Perform any other related duties as required or assigned.

DECISION MAKING This position works under general supervision.

MINIMUM QUALIFICATIONS (Salary is dependent upon qualifications) MINIMUM REQUIREMENTS High School Diploma or equivalent is required. Any equivalent combination of experience and training may be substituted for requirements.

One (1) year directly related to managing open records requests or Police Records experience or2 years administrative/customer service experience. Eligible for appointment/Commission as a Notary Public is required with 90 days of employment. Must possess a valid Texas Driver's License with an acceptable driving record.

Bilingual Spanish speaking desired. Ability to maintain continuing education requirements for the State of Texas. CORE COMPETENCIES AND PHYSICAL DEMANDS JOB DIMENSIONS Must maintain a high level of confidentiality.

Knowledge of MS Office Suite. Knowledge of RMS and CAD system and software. Exceptional knowledge of grammar, punctuation, spelling, and all other mechanics of language.

Ability to interpret and execute complex written and oral instructions. Exceptional knowledge of telephone etiquette. Proficient knowledge of record keeping procedures.

Proficient skill in planning, assigning, and coordinating activities in a high paced work environment. Ability to multitask, remain calm, and act resourcefully in the performance of job duties. Knowledge of terminology associated with police record functions.

Familiar with Texas Public Information Act and meets the deadlines set forth by the office of the Attorney General. Processemails, faxes, and written service requests in a timely manner and within regulations. Knowledge of the Uniform Crime Reporting guidelines for coding and reporting.

Effective verbal and written communication skills are required; serves the general public with a high level of customer service, maintain positive working relationships with City departments and personnel, outside agencies, the media, and the general public. Ability to handle confidential information in a responsible manner. Maintain racial profiling reports, statistical reports, and other data driven reports Maintain integrity of official reports, department files including RMS, CAD and other law enforcement databases Assist sworn and non-sworn personnel with changes in the RMS database, laws, systems and resources available in records management Attend and participate in training seminars and programs to stay abreast of changes in procedures, regulations and laws for record keeping Coordinates with records supervisor to oversee the records destruction process May require employee to render credible testimony in a court proceeding to include Justice Courts, County Courts, and District Courts PHYSICAL DEMANDS AND WORKING CONDITIONS Physical requirements include lifting up to 10 pounds rarely.

Subject to handling, fine dexterity, vision, hearing and talking constantly; sitting frequently; standing, walking and bending occasionally; lifting, carrying, pushing/pulling, reaching, kneeling, crouching, crawling, twisting, climbing, balancing and foot controls rarely. Working conditions may involve exposure to infectious diseases, criminal offenders, and potentially irate members of the public. Safety Sensitive Position.

Work Hours Monday - Friday 8am-5pm, Occasional overtime may be required. FLSA Status Non-Exempt

City of SAN MARCOS

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Police Records Specialist