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Under the direction of the Records Supervisor and Police Administration, the Police Records Specialist, a non-sworn position is responsible for performing a variety of highly responsible and sensitive administrative work in maintaining Police Department records, criminal information, and court-related documents. This position requires excellent communication skills, and computer skills to efficiently organize, process, and maintain a wide array of police records, reports, statistics, and related materials (e.g., subpoenas, criminal complaints, citations, warrants).
This position is the public first point of contact for the East Wenatchee Police Department. The Records Specialist must operate with complete confidentiality, diplomacy, and tact, must possess excellent customer service skills, maintain a calm demeanor, and composure while dealing with difficult situations.
ESSENTIAL DUTIES:
Police Records Specialist:
a. Greet the public, process requests, concerns, information, and forward/document information as needed. Answer telephone, relay messages, receive and refer complaints. Provide a variety of information regarding department policies and procedures.
b. Process public disclosure requests for records; clarify and prioritize elements of requests; prepare response letters; schedule appointments to review records. Manage timeframes for responses in accordance with Washington State Law and City policies.
c. Maintain public disclosure tracking, documentation, statistics to substantiate compliance with State regulations and rules, and internal policies.
d. Maintain and purge records according to City retention policies and Washington State law.
e. Perform clerical and administrative duties in accordance with procedures and City policy (e.g., data entry, record keeping, preparing and processing documents, proofreading, filing, coding, and file maintenance).
f. Perform Live Scan (fingerprints) procedures and related activities.
g. Process Concealed Pistol Licenses and firearm transfers (e.g., background, fingerprinting).
h. Perform a variety of duties in evidence/property control functions. Duties may include proper storage, transfer, release, and destruction of property and evidence.
i. Computer and software operation (e.g., WACIC, NCIC, Spillman, Evidence.com) including Microsoft Office products and related databases.
j. Collect miscellaneous fees and process daily deposits.
k. Maintain regular and predictable attendance.
l. Perform other duties as needed or assigned.
MINIMUM QUALIFICATIONS:
Required Knowledge, Skills, and Abilities:
a. Knowledge of computer and software operations (e.g., Microsoft Office, Excel, and database software).
b. Knowledge of customer service principles and their application. Ability to respond to the public, staff, and others in a timely manner.
c. Knowledge of records management, and retention.
d. Excellent English language ability, grammar, punctuation, spelling, and proofreading skills.
e. Excellent filing, organizing of electronic and paper records, and records management skills
f. Basic math and statistical analysis skills.
g. Ability to use tact, discretion, respect, persuasion, diplomacy, and courtesy to gain the cooperation of others and establish and maintain effective teams, professional relationships, and rapport with elected officials, management, employees, representatives of the public and other entities.
h. Ability to apply policies, regulations, and procedures to the maintenance, processing, and release of confidential records and information.
i. Ability to listen attentively and communicate effectively, both orally and in writing, with individuals in a clear, concise language appropriate for the situation/purpose and the individuals being addressed.
j. Ability to be attentive to detail and maintain a high degree of accuracy in all aspects of work.
k. Ability to work independently and cooperatively as a member of a team.
l. Ability to work normal work hours, Monday through Friday 7:00 a.m. to 5:00 p.m.
m. Ability to use appropriate safety equipment and follow safety policies, practices, and procedures.
REQUIRED: Education and Experience:
• High School Diploma or GED equivalent.
• One year of customer service in a high-volume work environment preferably in law enforcement.
• Two years of records management experience preferably in law enforcement.
• Access level II Certification required within six months of hire, and maintain throughout employment.
• Must successfully pass a police background check which includes education, employment, residential history, media, driving records, and encounters with the police pursuant to RCW 43.43.830/832.
• Bilingual is preferred but not required.
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