Position Overview

Performs a broad range of technical and moderately complex administrative functions in support of the Police Department. Responsibilities assigned and performed require an understanding of department procedures, and skill in the Records Management System (RMS) and Law Enforcement Database System (LEDS). Focus of the position is in processing police reports, LEDS records, and departmental inquiries, and managing the Subpoena Desk. Prepares routine written correspondence and social media announcements or website revisions, at the direction of a supervisor, and provides excellent customer service and assistance to citizens, other agencies, officers, and coworkers.

The Police Records Specialist I is distinguished from the Police Records Specialist II by the complexity level of duties assigned. The Police Records Specialist I performs under general supervision and assistance is readily available from the Police Records Specialist II or a supervisor.

Supervisory Responsibilities

May provide informal training/instruction to volunteers and interns.

Duties and Responsibilities

The individual in this position is expected to engage in the following work-related activities.

With a high level of accuracy, queries, enters, confirms, clears and locates critical items in LEDS/NCIC including warrants, criminal histories, stolen vehicles, and/or articles, missing persons, etc.
Refers reports and attachments (including in-custody reports) to appropriate department or court within established timeframe. Maintains files and reports to ensure safety and integrity of files and records, in accordance with established retention guidelines.
Manages the Subpoena Desk by communicating and coordinating with courts and officers regarding subpoenas, hearings, and officer availability.
Responds to police officer requests for assistance; provides a variety of information, such as addresses, case details, warrants, license plate registrations, stolen property, and driving records.
Provides customer service for police department. Greets visitors and answers telephones, determines nature of visit/call, direct to appropriate person, or takes and relays messages in absence or preoccupation of department personnel. Collects fees and provides receipts for towed vehicles, police reports, public records and other department fees. Responds to routine, non-routine and technical questions from internal and external customers. Performs customer service functions applicable to records release and maintenance, including receiving, responding to, and entering requests for police reports.
Using word processing software, prepares and edits routine and non-routine documents from general instructions. Creates, revises, and posts information, announcements and articles to the department website and social media sites at the direction of a supervisor. Performs a variety of administrative duties including photocopying, faxing, filing, and sorting documents. Proofreads, reviews for grammar, and edits documents as necessary. Examines documents for completeness and accuracy. Corrects errors as necessary.
Conducts routine inventory of office supplies and makes purchasing recommendations to the Administrative Supervisor. Prepares weekly bank deposit. Processes and distributes incoming and outgoing mail. Tracks, orders and maintains office supplies and department business forms.
Establishes, maintains and fosters positive and harmonious working relationships with City staff, outside government agencies, community organizations and the general public.
Follows all safety rules and procedures for work areas.
Performs additional duties as assigned

Competency Profile
The individual in this position is expected to possess or acquire:

Knowledge of, and ability to thoroughly follow and understand laws and regulations governing the handling, management, and retrieval, and release of police reports and records.
Knowledge of basic functions, principles, and practices of municipal police services and response to public records requests.
General knowledge of office practices and procedures, business English, word processing and spreadsheet software, clerical practices, research methods, report composition and preparation techniques, etc.
Ability to operate general office equipment.
Skill in providing positive and effective customer services.

Job Qualification Requirements

Minimum Qualifications

High School Diploma or General Equivalency Diploma (GED)
Three years of general office experience
Or any satisfactory combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the above duties.
Ability to obtain and maintain CJIS clearance.
Ability to obtain and maintain LEDS (Law Enforcement Data System) certification.
Ability to pass in-depth background and reference check.

Preferred Qualifications

Working knowledge of practices, procedures and guidelines of the police department functional areas
Experience in use of police department records management system Mark43

Working Conditions and Supplemental Information

Mental effort

Normal concentration and attention to detail with normal deadlines.

Physical effort

Minimal: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 10 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.

Work environment

Moderate Risks/Discomforts: Office setting, typical of a law enforcement agency. Incumbent may be subjected to information, reports, and evidence related to crimes of a disturbing or sensitive nature. Work involves extensive personal and telephone contact with the general public frequently under hostile and sensitive circumstances. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises.

Travel requirements
None.

Hours required
Occasionally works evenings or weekends.

Additional Information:

Final candidates will be subject to a criminal background check and reference checks as part of the contingent employment offer process. Certain positions at the City of Canby will also require a drug screen.

Within three days of hire, you will be required to complete the US Department of Homeland Security’s I-9 verification process confirming authorization to work in the United States.

The City of Canby is an equal opportunity employer.

Applicants with disabilities who need a reasonable accommodation to participate in the recruitment and/or selection process should contact Human Resources.

The City of Canby prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of Canby are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics. Do not include personal or protected information in attached resumes or cover letters.

Status of Your Application:
City of Canby only accepts applications through our online application system at https://www.governmentjobs.com/careers/canbyoregon. For technical assistance, please call 855-524-5627.

You will be advised by email of your status at each step in the applications process and through your applicant portal. Please note that the City of Canby communicates with all candidates via email. If you "opt out" or "unsubscribe" from email notifications from governmentjobs it will impact our ability to communicate status updates with you.

Reasonable Accommodation Statement:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform.

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Veteran's Preference Statement

Applicants are eligible to use Veteran's Preference when applying. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.

DOCUMENTS REQUIRED:

MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) – OR – Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
- You can request copies of your military service record through the National Archives website at: http://www.archives.gov/veterans/military-service-records

For information regarding Veteran's Preference qualifications, visit the following website: http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq