Records Associate

Job Description

Duties, Responsibilities, and Tasks

Shall assist the Central Records Supervisor in his/her duties as required.

Shall answer Police Department phones and direct calls to the appropriate person or agency or give the needed information when possible. Shall call dispatch to relay messages when appropriate and forward calls to voicemail boxes or take handwritten phone messages. Shall also utilize the Mobile Data Computer software to send text messages to officers and dispatch via the Mobile Data Computers.

Shall type Quincy Police Department reports, memos, correspondence, and other related reports as needed by the Department. (50% to 70% of time)

Shall take Teleserve report information from persons by telephone and in person and complete all necessary reports and forms.

Shall prepare letters for recovered property and place in outgoing mail.

Shall make copies of accident reports or various other police reports when requested by police personnel, the public or insurance companies and shall collect all appropriate fees for this service.

Shall process Notices of Violation and maintain accurate files, including computer files and hard copy files of pending and paid NOV's. Shall send late notice letters on overdue NOV's and appropriately process the information for court.

Shall enter all required information, including I-UCR and NIBRS information, into the RMS (Records Management System) computer system for police reports and statistical reporting.

Shall prepare and maintain the computer files/paperwork for Vacation Checks and Extra Patrol as necessary.

Shall call the victims of crimes regarding outstanding losses of property for the LEADS operator at 911 to ascertain if the property is still missing.

Shall enter tickets on file, warrants, warning ticket information, etc. into the Want/Warrant file and assist in ensuring that all information in the file is accurate and up to date.

Shall notify officers and witnesses of court dates for which their appearance is required and prepares subpoenas. Shall maintain a city bench trial list and post on the court bulletin board.

Shall prepare court calendars for officers and squad cars and distribute.

Shall act as a delivery person between 911, Adams County State's Attorney, Adams County Circuit Clerk, Adams County Sheriff's Department, Adams County Probation Department, City Treasurer's Office and interoffice runner.

Shall assemble the city court docket for court and attend city court.

Shall maintain and keep up to date the city court information phone line recording to notify officer of the status of current city court docket.

Shall maintain the department's citation files. Shall run the closed citation program on the Adams County Circuit Clerk's computer system and update the files (pending and closed) as necessary. Shall maintain the out of date closed tickets in dead records for the appropriate length of time.

Shall maintain the department's master name index files and add the information, as necessary, to the Records Management System computer system.

Shall copy and distribute all necessary reports to the appropriate agencies.

Shall assist in the dissemination of criminal history records and shall ensure that the department remains in compliance with the Federal Privacy and Security Act.

Shall assist in maintaining a complete and accurate file of all complaints of crime known to the department and will retrieve records from the file upon request.

Shall attend seminars, meetings, and training sessions, including, but not limited to CPR/AED training, LEADS training, UCR training and NIBRS training, and be able to pass the required tests.

Shall operate the Records scanner and digital microfilm scanner/converter.

Assumes responsibility for the accounting and condition of all department equipment and property issued for and/or assigned to his/her use.

Assumes responsibility for all revenue that shall be collected during the performance of his/her duty.

Shall maintain a pleasant, courteous, and dignified manner when communicating with the public or other departmental personnel.

Shall treat sworn and civilian supervisors with respect and use the sworn supervisor's correct rank when addressing them.

Shall perform such other duties as may be required for the efficient operation of the department.

Shall maintain the confidentiality of departmental reports, records, and information.

Working Conditions

Works in a normal office environment where there are little or no physical discomforts associated with changes in weather or discomforts associated with noise, dust, and the like.

Work requires exposure to persons known or suspected to be dangerous.

While much of the work is sedentary and involves sitting, some responsibilities may call for elevated levels of physically demanding and strenuous activity. These conditions require exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Also, lifts and stacks 1 cu. ft. boxes of documents, such as reports, citations, copy machine paper, etc., weighing 35-50 lbs.

Mental and visual ability typical of clerical, administrative, and computer knowledge. Minimum visual standard (corrected to 20/20) needed for preparing data, extensive reading, or visual inspection. Must be able to perform basic math calculations, count, add, subtract, divide, and multiply. Memory skills required in dealing with numerous repetitive facts. Capable of understanding instructions and reading notices, forms, schedules, and other documents.

Tasks require walking (including stairs), finger dexterity, opening and closing drawers, talking, and driving a car. Requires an individual to speak clearly and have normal hearing (hearing corrected to within a normal audible range) for direct and telephone contact with vendors, the public, and other employees and for listening to audiocassette tapes and digital audio files for transcription purposes. Typing and computer work requires sufficient manual dexterity to type at a speed of 45 wpm.

III. Materials and Equipment Used:

Personal Computer

General office equipment (copier, calculator, typewriter, fax machine, telephone)

Job Requirements

Possession of a valid driver's license is necessary.

Must be able to pass a criminal background investigation.

Desirable Knowledge, Abilities, and Skills

Oral and written communication ability equivalent to that normally acquired through a high school education.

Records keeping, report preparation, filing methods, and records management techniques.

Applicable state, federal, and local laws, and department rules and regulations.

Correct English usage, including spelling, grammar, punctuation, and vocabulary.

Standard business arithmetic, including percentages and decimals.

Basic accounting principles and practices.

General office procedure, as well as basic knowledge of computer and other general office equipment.

Proficient and accurate data entry sufficient to perform assignments in an efficient and effective manner.

Must be able to correctly alphabetize written material for filing purposes.

Nothing in this section shall be construed as limiting the authority of the Chief of Police, and/or a superior officer, from assigning such functions or responsibilities as are necessary to establish and maintain maximum departmental efficiency and effectiveness.

Full-time