Police Records Specialist

Target Hiring Range: $26.23 - $31.48

Salary Range: $26.23 - $36.72

**The selected candidate is required to pass a comprehensive background investigation/reference check, including fingerprinting and a polygraph**

This position requires working nights, evenings, weekends, and holidays.

GENERAL SUMMARY

Performs administrative support work processing, updating, and maintaining documents, files, and other records in support of Police Services operations, and related work as apparent or assigned. Work is performed under the close supervision of the Police Records Supervisor (supervisor). The police department is a 24/7 operation, and this position requires working nights, evenings, weekends, and holidays.

SPECIAL REQUIREMENTS

• Valid driver's license.
• The selected candidate is required to pass a comprehensive background investigation/reference check, including fingerprinting and a polygraph.

EDUCATION AND EXPERIENCE

• High school diploma or GED.

DESIREABLE QUALIFICATIONS

• Experience in an office setting
• Associates degree or higher in criminal justice or closely related field.
• Experience working for a civilian police agency.
• Experience working in the criminal justice field (i.e. courts, prosecutors, corrections, dispatch).

CORE VALUES

All employees are expected to model and foster the City of Richland's core values in the performance of their duties and their interactions while representing the City. The values of Teamwork , Integrity , and Excellence promote and maintain a high level of morale and productivity and are the tie that binds all City employees together, across all functions.

ESSENTIAL JOB FUNCTIONS

To be successful in this position, an individual must be able to perform each essential function satisfactorily. Additional duties of a similar nature and level may also be assigned. The City may make reasonable accommodations to enable a qualified individual with disabilities to perform the essential functions.

• Processes a large volume of paperwork including case reports, arrest reports, logs, court records, warrants, warrant recalls, subpoenas, citations, and other related paperwork each requiring a specific detailed procedure and deadline; enters data into records, cross-indexes information between records, inputs information into computer records, databases, and files and maintains hard copies of data.
• Prepares, distributes and disseminates confidential criminal police records to the appropriate prosecuting authorities, courts and administrators; maintains police investigation reports, supplemental follow-ups, attachments, prosecution referrals, screening decisions, and case dispositions.
• Maintains criminal warrants and criminal and civil protection orders, including background research, criminal history, second checks, validation, dissemination, confirmation, locates, detainers, removal, and distribution to appropriate law enforcement agencies, correctional facilities and courts.
• Processes applications for concealed pistol licenses and gun purchases as required by State and Federal laws, including fingerprinting, receipt of funds, background research, and data entry.
• Processes and disseminates criminal history information (CHRI), report requests and requests for public information to law enforcement, business, government agencies, and the general public.
• Enters non-emergency calls for service (officer contact) into the law enforcement CAD system per requests by phone and lobby contacts.
• Provides fingerprinting services to the general public, City employees, and other agencies.

KNOWLEDGE, SKILLS AND ABILITIES

The requirements listed below are representative of the knowledge, skill, and/or ability required to successfully perform the essential functions of the position.

Knowledge of:

• Applicable Federal, State, and local laws, rules, codes, and regulations related to assigned activities.
• Department's mission, methodologies and policies in general, including specific procedures and deadlines covering the vast variety of paperwork in the handling of police records.
• Roles and responsibilities of police officers and command staff.
• Alpha and numeric filing systems.
• Financial and statistical record-keeping techniques.
• Word processing and desktop publishing software applications used by the City.
• Proper telephone techniques and etiquette.
• Modern office practices, methods, procedures, and equipment.
• Record-keeping and inventory principles, procedures, and techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.

Skills and Abilities to:

• Learn, interpret, apply and explain laws, codes, regulations, policies, and procedures applicable to assigned tasks.
• Learn department and program objectives and goals.
• Work in an extremely fast-paced environment and complete work with minimal errors.
• Maintain a high degree of confidentiality.
• Maintain accurate logs, records, files, and filing systems pertinent to tasks.
• Work shifts covering 24/7 operation, including nights, weekends, and holidays.
• Perform administrative support and clerical accounting duties with speed and accuracy.
• Understand and work within scope of authority.
• Transcribe material from transcription machine tapes or notes, type 35 wpm with accuracy and perform data entry with speed and accuracy.
• Use good judgment and remain calm, objective, positive, and empathetic despite pressures from citizens or officers in critical, emotion-laden situations.
• Communicate effectively both orally and in writing; comprehend and use English effectively including producing all forms of communications in a clear, concise, and understandable manner to intended audiences.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; work independently with little or no direction, set priorities and meet critical time deadlines.
• Operate modern office equipment including personal computer equipment using standard or customized software application programs appropriate to assigned tasks.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

COMPETENCIES

Foundational

• Use Technical/Functional Expertise : Displays an appropriate depth of knowledge and skills as required for the position and commensurate with the time in class. Uses technology as appropriate for the position. Seeks additional knowledge and information to continually enhance knowledge in areas of specialty.
• Be Accountable for Performance : Actively shows responsibility, reliability, and trustworthiness. Ensures work and information are complete and accurate. Admits mistakes and looks for ways to improve. Models self as dependable and reliable. Follows up with others to ensure agreements and commitments have been fulfilled. Values the importance of team and organizational success. Independently takes action to influence events, to improve own or organizational performance and to promote the goals of the organization.
• Provide Excellent Customer Service : Anticipates, assesses, and responds effectively to the needs of diverse customers, both internal and external, providing consistently excellent service that is timely, accurate, courteous, and respectful.
• Communicate Effectively : Uses verbal and written skills effectively to ensure that information is successfully shared throughout the organization. Relates well to a range of people. Shows sensitivity to the needs of others. Demonstrates ability to build rapport and facilitates mutual understanding.
• Work Safely : Knowledge and application of relevant safety requirements that apply to the specific work being done. Recognizes and mitigates safety hazards on the job. Observes rules and regulations to comply with personal and workplace safety standards. Works to create a hazard-free, accident-free environment.

WORKING CONDITIONS

Physical Requirements and Working Environment

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This work requires regular and punctual attendance at the office or other assigned locations; occasional exertion of up to 25 pounds of force; work frequently requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires walking and pushing or pulling and occasionally requires standing, climbing or balancing and reaching with hands and arms; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

SUPPLEMENTAL INFORMATION

Selection with be based on overall qualifications, skills testing (if applicable) and an interview process. Final candidate selected will be subject to a comprehensive background/reference check commensurate to the position.

Summary of the City of Richland benefits for unaffiliated staff (non-represented employees):

Note: Unaffiliated staff (non-union employees) may receive some or all of the benefits listed below based on the Compensation Plan for Unaffiliated Employees (Comp Plan) with the City; consult the Comp Plan for specific information about position benefits.

Regular Full-Time (35 to 40 hr/week) Employee Benefits

• Excellent open access (preferred provider) medical plan with substantial City-paid contribution
• City-paid dental and vision plans
• City-paid Life and Accidental Death & Dismemberment Insurance (equals two times the employee's annual salary)
• City-paid Long-Term Disability Insurance
• Participation in the State of Washington's Retirement Plan (PERS)
• Paid Time Off (PTO)
• 10 Paid Holidays
• 4% City-match deferred compensation with 457 and 401(a) plan options
• Senior Management Level = additional 4% City-paid into the 401(a) Plan Management Level = additional 3% City-paid into the 401(a) Plan Supervisors or Exempt Level = additional 1% City-paid into the 401(a) Plan
• Extended Sick Leave (ESL)
• Section 125 - Flexible Benefits Plan (Medical/Dependent Care)
• City Paid and Employee Paid Retirement Health Savings Plan
• Employee Assistance Program
• Annual Performance Assessment System

Regular Full-time (30 to 34/hr week) Employee Benefits

• Essential Plan health coverage (High Deductible PPO Plan)
• City pays 50% of the premium for Employee & Child/dren only, Employee pays 100% of Spouse premium
• Participation in the State of Washington's Retirement Plan (PERS)
• Paid Time Off (PTO)
• Paid Holiday Leave
• 4% City-match deferred compensation; 457 and 401 (a) Plan options
• Extended Sick Leave (ESL)
• Section 125 - Flexible Benefits Plan (Medical/Dependent Care)
• Annual Performance Assessment System

Regular Part-Time (20 to 29/hr week) Employee Benefits

• Participation in the State of Washington's Retirement Plan
• Paid Time Off (PTO)
• Paid Holiday Leave
• 4% City-match deferred compensation; 457 and 401 (a) Plan options
• Extended Sick Leave (ESL)
• Section 125 - Flexible Benefits Plan (Medical/Dependent Care)
• Annual Performance Assessment System

Limited Term, Temporary & Provisional Employee Benefits (Full-time) -

Must meet eligibility requirements

• Essential Plan health coverage (High Deductible PPO Plan)

Paid Time Off (PTO) Accrual

Regular Full-Time (40hr) Accrual Rates. ( The accrual rates for full time (30-34hr) and part-time positions is pro-rated based upon the position's budgeted hours. )

Years of Continuous Service / Maximum Hours Per Month

0 months through 6 months / 13.33 hours per month

6 months through 9 years / 20.33 hours per month

10 years through 15 years / 22.33 hours per month

16 years through 20 years / 24.33 hours per month

Over 20 years / 26.33 hours per month

The City is an Equal Opportunity Employer committed to recruiting and retaining a highly qualified and diversified work force. Applicants are considered for positions without regard to race, color, religion, sex, national origin, ancestry, age (over 40), martial or veteran status, disability, sexual orientation, or any other basis prohibited by federal, state, and local laws.

In accordance with the American with Disabilities Act, reasonable accommodation for persons with disabilities will be provided for participation in the application and selection process, if requested. Persons with a disability who need assistance must notify the Human Resources Department about the accommodation needed at the time of application and prior to the closing date by calling (509) 942-7392.

The provisions of job announcements listed on this website do not constitute an expressed, or implied, contract of employment with the City. Any provision contained herein may be modified and/or revoked without notice.