Records Technician

Description

This is skilled and confidential records work for the Division of Police. Work involves developing, maintaining, updating and disseminating a wide variety of police records and information, in compliance with confidentiality requirements and significant contact with the public (often under stressful conditions) and Division personnel. Work also involves accounting for police evidence and property.

SUPERVISION

Work is performed under the general supervision of a Records Supervisor. Employee must be able to deal effectively with the public, update and maintain police records accurately and in a timely manner, and interact effectively with sworn staff, in compliance with state, federal, and local rules and regulations regarding police records and release of criminal history information. Work is reviewed for quality and adherence to policies and procedures.

ESSENTIAL FUNCTIONS OF WORK

Processes daily reports including incident reports, accident reports, citations, vehicle impounds, arrests and charges.

Enters and maintains police arrest, criminal, field inquiries, and other reports and records into the computer; locates information, types a variety of city, state, and federal reports and correspondence; maintains various police information program data; notarizes juvenile and adult charges; processes, enters, and files court dispositions.

Examines records for LEADS verifications; ensures records files are properly maintained; approves the release of criminal records checks and copies of police reports when appropriate; maintains statistical tracking to assist in compiling state and federal crime information.

Receives and routes non-emergency telephone calls; responds to questions and problems from the public; directs calls and citizens to other departments; greets and screens visitors to the Division; assists the public in the completion of various forms and the handling of various problems; provides assistance with traffic accident records, applications, lost animals, and other concerns; releases information on crimes, accidents, or other incidents to the media, ensuring compliance with established policy and the Ohio Public Records Laws.

Responds to requests from Division personnel for reports, charges, and various forms; retrieves information from the computer and files to assist with investigations; notarizes charges, and assists with various projects as needed.

Accepts payouts, bond money for court; and utility bill payments after normal business hours, and accounts for funds during the shift.

Enters and maintains property and evidence submissions; completes laboratory paperwork for evidence in need of testing and submits to appropriate laboratory ensures proper procedures are followed; ensures property and evidence is stored and is disposed of properly in accordance with state, federal and local laws.

Assists officers in monitoring, searching, and controlling prisoners.

Processes incoming and outgoing mail; processes various monthly reports and records.

Performs other related duties as required.

MINIMUM REQUIREMENTS OF WORK

Possession of a high school diploma and one year of general office experience with public contact; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:

Knowledge of public relations and ability to handle sensitive public contacts and to deal tactfully, courteously, and authoritatively with the public in person and over the telephone.

Some knowledge of state and local laws and codes.

Knowledge of Ohio Incident-Based Crime Reporting data collection and submission specifications.

Knowledge of universal precautions to be used when handling biohazardous materials (evidence) and searching prisoners.

Knowledge of conducting searches (of arrestees) and basic self defense principles.

Knowledge of the Ohio Public Records Laws.

Ability to enter and retrieve information from a computer and operate equipment and systems related to police records.

Knowledge of word processing.

Ability to verify records.

Ability to communicate effectively both orally and in writing.

Ability to input and maintain accurate records and prepare reports.

Ability to establish and maintain effective working relationships with sworn and command staff, other employees and the general public.

Ability to operate various office equipment and machinery.

Ability to work unusual hours and flex shift assignments.

Notary public (Current or to be able to obtain certification once hired).