Police Records Technician

Position Summary

Position Summary: Under the direction of the Civilian Services Administrator, supports the police department by performing clerical and technical duties related to the processing, maintenance, and retention of police records; engage in public contact both in person and by telephone. 
 
Distinguishing Characteristics: Under general supervision, performs entry-level professional duties such as preparing recurring reports and analyzing, interpreting, and summarizing data. Employees at this level initially work under close supervision while performing duties and learning the procedures related to the assigned area of responsibility.

Essential Functions

ESSENTIAL FUNCTIONS
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 

• Assists citizens in-person or by telephone, email, or fax to submit or retrieve various types of requests including but not limited to arrest, offense, incident reports, accident reports, forms and citations, open records requests, warrants, affidavits and protective orders. 
• Answers non-emergency and general inquiry calls and complaints from citizens, transfers to appropriate personnel and/or requests Officer to create report.
• Gathers, sorts, numerically orders, and enters records and reports into an electronic document storage, management, and retrieval programs, and creates indexes as appropriate.
• Maintains a cash drawer and collects payment for services such as copies of police reports. 
• Compiles deposit for fingerprint and report fees for the department.
• Processes records or validates accuracy of assigned record type, including but not limited to, Arrest, Offense, Juvenile, Accident, Criminal Trespass Warnings, and Citation. 
• Processes interagency requests for reports and data, including requests from the District Attorney's Office, Child Protective Services, Probation and Parole, and other police agencies.
• Processes background checks, including verifying whether the person has a case on file and producing notarized documentation.
• Reviews offenses, arrests, accidents, and supplements to ensure NIBRS standards are met, and reports are complete, accurate, and comply with city, state, and national guidelines.
• Processes accident reports submitted to TXDOT.
• Gather data from files to aid in compiling a variety of reports, research cases, scan archived cases, request archived files, and make and distribute copies of reports.
• Assists with projects, assignments, and reports under the direction of the Administrator.
• Performs all other related duties as assigned.

Position Qualifications

POSITION QUALIFICATIONS
 
Education: High School Diploma or GED required.
 
Experience: One (1) year of customer service experience, administrative/clerical experience, or related field. Preferred experience working in a law enforcement agency/entity setting and NIBRS coding. 
 
Licenses and Certifications: Notary Public, or the ability to obtain within 3 months. Ability to complete NIBRS training and demonstrate knowledge of the subject within 3 months of hire. Ability to obtain CJIS Level 2 access.
 
Conditions of Employment: Must submit to and pass a police background check, pass a polygraph exam and submit to and pass a pre-employment drug test. Must have acceptable credit history.
 
REQUIRED KNOWLEDGE, SKILLS & ABILITIES
 
Knowledge of: General office procedures and practices; rules and regulations related to public police record maintenance and storage; customer service methods and techniques; computers and related equipment; hardware and software to maintain multiple databases and spreadsheets.
 
Skilled in: Providing customer service to the public and other City personnel; resolving customer complaints and concerns, answering questions and relaying information to the appropriate parties; performing a variety of general office and clerical functions/tasks; acting discreetly; maintaining confidentiality; multitasking and working efficiently with multiple interruptions; using Microsoft Office, e-mail, and the internet; entering, retrieving, copying, tracking, and storing records, files, and reports; accepting responsibility for his/her actions; performing work accurately and thoroughly; following instructions, safety practices, and standard operating procedures in performing assigned tasks; communicating effectively, clearly, and concisely both orally and in writing; being punctual and attending work regularly; and working effectively with people regardless of their race, sex, color, religion, national origin, age, disability, gender identity or expression, sexual orientation, veteran' s status, genetics, or job type.

Physical Demands and Working Conditions: This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds. 

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. 

The city of Lewisville has reviewed this job description to ensure that essential functions and basic duties have been included. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities, which may be required. Additional functions and requirements may be assigned by supervisors as deemed appropriate. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Levels of positions within a class series are distinguished by the level of responsibility assumed, the complexity of duties assigned, the independence of action taken, the nature of the public contact made, and the impact and span of tasks performed.

This job description is not an employment agreement or contract.  The City of Lewisville has the exclusive right to alter this job description at any time without notice.

Work Hours

Monday-Thursday 7:30am-5:30pm, Friday 7:30am-11:30am.