Records Technician

The first level of the Administrative Support Series is responsible for performing standard, transferrable, and procedure based clerical and/or secretarial duties by following established procedures. Responsibilities may include: answering telephones; distributing mail; preparing forms; filing; preparing standard correspondence and reports; copying a variety of materials; entering, sorting, and verifying data; maintaining office supplies; performing receptionist activities such as directing the public and providing information; scheduling meeting and appointments; tracking work orders and related department activities.

The purpose of this position is to gather, process, and maintain confidential police-related information to aid in the preparation of statistical data for evaluation purposes to facilitate a comprehensive records management system for the Police Department.

• Enters, compiles, scans, receives and/or prints information or applications related to area of assignment.
• Performs receptionist and customer service duties, to include answering and routing phone calls; greeting and directing visitors to applicable departments or locations; and responding to customer questions in accordance with department guidelines.
• Maintains department information in accordance with records retention guidelines.
• Performs other duties of a similar nature or level.

Examples of specific job duties may include, but are not limited, to:

1. Prepare and process all public safety data information including proper classification of police incident reports and distribution of case files to proper agencies and personnel.

2. Transcription of dictated reports and/or statements.

3. Provide professional customer service to the public and personnel regarding law enforcement information pertinent to the Blaine Police Department.

4. Prepare and enter criminal justice reports into state and county computer systems. Audit as requested or appropriate, ensuring completeness and accuracy.

6. Update and/or maintain data in various database systems, ensuring completeness and accuracy.

7. Provide assistance to co-workers to ensure continual and proper workflow.

8. Perform computer operation activities, e.g., assist as clerical back-up in word processing.

9. Receive and route calls and visitors.

10. Provide information, explanations, and assistance to the public and other employees.

These examples are intended only as illustrations of various types of work performed, and are not necessarily all-inclusive. This job description is subject to change as the needs of the employer and requirements of the job change.

• Professional ability to perform clerical work requiring confidentiality, concentration, organization, and judgment in interpreting practices and procedures to meet problems.
• Proficient in the use of switchboard functions and operations.
• Knowledge of record management, record retention, and laserfiching techniques.
• Skilled in dealing with hostile or upset customers.
• Ability to maintain confidentiality.
• Ability to maintain professionalism in stressful situations.
• Skill and efficiency in the operation of Microsoft Office software, or similar, dictation equipment and other office machines and equipment.
• Ability to deal confidently and effectively with members of the public, both in person and via telephone.
• Ability to communicate effectively, in English, both verbally and in writing.
• Ability to spell and punctuate proficiently.
• Professional ability to work with others, including coworkers or members of the public, in a professional and courteous manner.
• Ability to muli-task in stressful situations.

MINIMUM REQUIREMENTS

• High school diploma or GED.
• Two years of reception and/or clerical experience with a police department.
• Two years experience utilizing Microsoft Office or similar software program.
• Minnesota Criminal Justice Information Systems (CJIS) Certification within six months of employment.

DESIRED REQUIREMENTS

• AA degree in administrative office specialist or related.
• Minnesota Criminal Justice Information System (CJIS) certified.
• One year transcription experience.
• One year document imaging experience.
• One year experience working with the MN Data Practices Act.