Police Records Specialist

Description

The following is a list of incentives for Civilian staff in QCPD:

• 
  Hiring Bonus/Incentive pay of $7,500 for Professional staff (All hiring bonuses are listed as the net-pay you will receive):
  • $1,000 after hire date.
  • $500 after successful completion of Position-Specific Training
  • $1,000 after successful completion of your probation
  • $2,500 after the successful completion of 1 year (after probation)
  • $2,500 after the successful completion of 2 years (after probation)
• Vacation & Sick time front-load
  • For the Police Civilian staff, at the time of hire you will receive a one-time addition of 80 hours of vacation and 80 hours of sick time.
  • Vacation and sick time biweekly accruals at the normal rates for new hires.
• Education Bonus (if applicable)
  • A one-time bonus for education/earned degree payable after successful completion of your probation.
  • The degree must be from an accredited college or university with major course work in criminal justice studies, social sciences, business management, leadership, forensic science, psychology, or other degree related to the core functions of your position.
  • The degree must be earned/awarded prior to your hire date. If you earn a degree following your hire date, you may qualify for a different educational incentive provided by the Town. More information will be provided during your initial orientation.
  • If you have earned multiple degrees, you will receive the incentive specified for the highest degree earned/presented that relates to your core functions of your position.
  • The incentive is as follows:
    • Associate Degree: $500
    • Bachelor Degree: $1,000
    • Masters (or higher): $1,500
• Moving Expenses (if applicable)
  • If a police department employee moves to within 30 miles of the Town borders after receiving a final offer of employment, that individual may be eligible for a one-time payment of potential expenses.
  • Guidelines for this payment are as follows:
    • In-state (Arizona) move under 90 miles: $250
    • In-state (Arizona) move over 90 miles: $500
    • Out-of-state move: $3,000
• Travel Reimbursement (if applicable)
  • We will reimburse travel costs related to testing activities that occur after you have received a conditional offer letter. Must keep all receipts.
  • The maximum daily reimbursement will be based on current GSA rates:
    • Airfare: https://cpsearch.fas.gsa.gov/cpsearch/search.do
    • Per Diem & Lodging: https://www.gsa.gov/travel/plan-book/per-diem-rates

This job classification description is intended to be generic in nature and not an exhaustive list of all duties and responsibilities. The specific tasks/duties may vary based on position assignment and as determined by the Town of Queen Creek.

JOB CLASSIFICATION SUMMARY

Positions assigned to this class are responsible for performing specialized clerical and customer service work involving the receiving, maintaining, filing, redaction, and dissemination of police records, case files, and related information, entering data into required systems, preparing information, and serving as primary point of contact via phone/fax/mail/email/in-person for law enforcement, other governmental agencies, public, media, insurance companies and attorneys.

DISTINGUISHING CHARACTERISTICS

This is a fully qualified, experienced level administrative classification in the public safety support job family. Incumbent(s) performs the full range of support duties under general supervision. Classification requires solid knowledge of transactional and/or work standards for completing tasks and assignments of a varied nature. Work may vary from basic to more complex duties and issues but are generally within expected parameters.

Examples of Duties

ESSENTIAL DUTIES

The following are intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks will vary over time depending on the Town’s needs.

• Answers incoming phone calls, greets walk-in customers, and assists the general public, departmental personnel, and representatives from other agencies.
• Reviews data, scans, indexes, files, and performs quality control checks on police related documents.
• Manages records filing, retention, and destruction.
• Transcribes electronically submitted police documents.
• Reviews/verifies arrest data and performs quality control checks on electronically submitted arrests.
• Prepares and distributes productivity, management, and other Business Intelligence (BI) reports.
• Processes mail and other communications.
• Manages/processes Freedom of Information Act (FOIA) or prosecutor requests.
• Completes manual electronic redactions of public records including reports, audio and video.
• Enters data into NCIC/ACIC and perform Department of Public Safety (DPS) validations for stolen items, missing/unidentified persons, warrants, etc.
• Completes local, state, and federal updates/required reports.
• Collects and processes payments for records and other activities.
• Fulfills/coordinates 911 and dispatch audio requests.
• Performs record checks through authorized databases.
• Provides data/reports to agencies/organizations in accordance with data sharing agreements.
• Maintains and ensures accuracy of master records in the Records Management System for Persons, Vehicles, Businesses, and other critical indexes.
• Reviews, accepts, and processes properly served subpoenas or other civil processes.
• Processes furthers, turndowns, and other similar communication.
• Assists with general financial and purchasing functions/entries/reconciliations.
• Ensures proper disposal of confidential materials.
• Performs related work as assigned.

Typical Qualifications

MINIMUM QUALIFICATIONS (at job entry)

Education and Experience:

High School Diploma or GED and 2 years of experience in an office environment performing customer service for both internal and external customers, high volume data entry, and standard clerical duties; or an equivalent combination of directly related education and experience. Related experience in a law enforcement agency of comparable size or larger is preferred. Bilingual in English and Spanish is preferred.

LICENSING/CERTIFICATION REQUIREMENTS

Special Requirements:

KNOWLEDGE

• Office management processes and procedures;
• Customer service procedures and techniques;
• Recordkeeping practices and procedures;
• Rules, regulations, laws, policies, and procedures governing security and privacy of record information;
• Federal, state, and local regulations regarding criminal justice records and victim’s rights laws;
• Computerized criminal justice information systems;
• Proper spelling, grammar, and punctuation;
• Court procedures regarding criminal records and Victim's Rights laws;
• Laws, regulations, and policies regarding safe work practices.

SKILLS

• Providing customer service;
• Maintaining complete and accurate records/filing systems for easy retrieval of information;
• Retrieving and verifying information from computerized records;
• Maintaining confidentiality;
• Conducting basic research;
• Following oral and written instructions;
• Using judgment in performing data entry of technical information into automated systems;
• Proofreading numerical and text data;
• Operating standard office equipment;
• Using computers and related software applications;
• Prepare a variety of documents and information relevant to assignment;
• Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, and other interested parties sufficient to exchange or convey information and to receive work direction.

The following is a list of employment benefits offered by the Town of Queen Creek to full-time employees. The list is for informational purposes only. It does not create or connote any contractual rights or obligations. Additional details will be provided upon hire and are available in the Town of Queen Creek Employee Handbook.

Major Benefits for Full-Time Employees
(Employees choose the benefits that best meet their needs.)

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pre-tax unreimbursed medical and dependent care flexible spending accounts
• Arizona State Retirement System membership
• Short-term and Long-term disability insurance for the employee
• Town-paid basic life insurance
• Optional employee-paid employee and dependent supplemental life insurance
• Commuter life insurance for business travel and travel to and from work
• Deferred compensation plan (457) with employer match
• Retirement Health Savings Account
• Optional enrollment in Identity Protection Program
• Paid holidays, plus one floating holiday annually
• Vacation leave hours annually
• Four weeks of Paid Parental Leave
• Optional income replacement insurance
• Worker's compensation insurance
• Employee assistance program; offers confidential individual/family, marriage, legal and financial counseling
• Training opportunities and continuing education opportunities, including tuition reimbursement for pre-approved programs
• Direct deposit of paychecks
• Wellness Programs with incentives