Records Specialist-Front Desk

SALARY: up to $17-18 per hour; Monday- Friday 3pm -11pm

SUMMARY

Responsible for all record and case-related processing functions. Interacts with Officers, Administration, Legal, Government and other Law Agencies daily. Aids the public with answering phone calls, questions and report purchases. Requires a person who can make sound decisions and multitask with a strong ability to problem solve.

As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety

SUPERVISION EXERCISED: Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected.

Maintains a high volume of case files for Patrol, Detective Bureau, Burglary Unit, SVU, and MSOS.

Processes all crash/accident reports from Government Aries system.

Enters all traffic tickets.

Researches records for closure or missing information status.

Processes and sends reports via PDF to the prosecutors office.

Interacts with the public (civilians, businesses, victims, suspects, convicted felons) over the phone and face to face.

Creates a Public Bulletin every 8 hours; updating information as cases are created for Officers and the Public.

Oversees and maintains logs of all police cases and supplements.

Researches and processes Public Access Requests.

Performs background checks, and gun permits.

Processes all impounds with constant contact with multiple Tow Companies.

Scans/Archives case paperwork from services into LaserFiche for archiving purpose.

Contacts and interacts with internal and external personnel, City Legal, Officers, Probations Offices, Court Systems, Outlying Law Agencies, Civilians, Business owners, etc.

Reviews, processes, and distributes reports and cases to requesting agencies.

Working Front Desk, answers all incoming calls

Takes reports over the phone and face to face as they come into SBPD.

Dispatches calls for certain situations when an officer is needed at a specific location.

NON-ESSENTIAL/MARGINAL FUNCTIONS:

Performs other duties and assumes other responsibilities as apparent or as delegated.

QUALIFICATIONS

To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

High School diploma or equivalent education.

Associate degree or Certificate a plus.

1-2 Years data entry experience.

1-2 years receptionist/phone answering preferred

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED

Proven data entry skills.

Phone etiquette and working with diverse public population.

Outstanding customer service skills for internal and external customers.

Ability to focus on problem-resolution in a professional manner.

Capacity to work with a variety of City software systems, web browsers.

Must have computer experience including proficiency in Word, Excel and Outlook.

High level of judgment and decision-making abilities are expected.

Must maintain a felony-free record.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Drivers License.

IDACS Certified within the first year.

EQUIPMENT:

Computer (Multiple Software Applications), Scanning Equipment, Fax Machine, Copier, Phones.

PHYSICAL DEMANDS:

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

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. The employee must be able to stoop or crouch accessing records in file cabinets. Specific abilities required in this job include good vision and the ability to adjust focus.

WORK ENVIRONMENT:

The employee will work indoors. Conditions indoors will be in a temperature-controlled environment and office setting.

REQUIRED:

Pre-Employment Drug Screen, Background check

Equal Employment Opportunity Employer