Police Records Specialist

General Summary

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Provides exceptional customer service to police personnel and citizens.
• Acts as a receptionist and police information person.
• Answers telephone inquiries relating to general departmental and City information as well as police procedures and policies.
• Relays and dispatches messages by radio and teletype as required to communicate with and respond to officers.
• Assists officers as requested, or “walk-in” individuals as needed by contacting appropriate social and community services to arrange for shelter, assistance or whatever can be provided by distressed, dislocated or victimized citizens.
• Operates Virginia State Police VCIN teletype system; files hard copies of records after computer entry has been done and checked.
• Enters and verifies a variety of reports and records in the police computerized records management system.
• Types, copies, distributes, files, and cross references a variety of police documents and reports.
• Inputs records from previous shift’s activities and prepares file of latest information for handling by oncoming shift Sergeant.
• Expunges and purges records according to court order.
• Retrieves, assembles, and analyzes data in preparation of the generation of specialized reports.
• Runs “Outstanding Arrest Warrant Checks” as appropriate and locates the actual warrant, including contacting bailiff of individuals against whom warrants are outstanding.
• Codes and inputs warrants/protective orders based on order of importance, and codes reports for computerized and manual filing systems.
• Prepares/mails letters to individuals notifying them of outstanding warrants.
• Registers taxicab drivers per City ordinance.
• Reviews court dockets and ensures necessary paperwork is forwarded to the appropriate court.
• Receives, verifies, and deposits money received from the public (check, cash, and credit card) for copies of police reports and fingerprinting services to the Treasurer's Office.
• Checks forms, records, reports, applications and other materials for accuracy, completeness and conformity in accordance with established procedures.
• Assists with cleanliness and order of records spaces and associated facilities.
• Processes incoming, outgoing, and intradepartmental mail.
• Maintains the highest degree of confidentiality and sensitivity with classified and delicate police information.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

• Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

• High school diploma or GED.

• Must be at least 18 years of age.
• Must obtain and maintain State certification for VCIN and NCIC.
• Ability and willingness to work any shift or days off, including the ability to work extra shifts as needed. Willingness to accept periodic changes in work schedule.
• Must have not been convicted of any felony or serious misdemeanor or be a user of any controlled substances.
• Required to successfully pass an extensive criminal history pre-employment background check and pre-employment drug screen.

• College degree.
• Fluency in language(s) other than English.
• Some prior work experience.

• Familiarity with different types of records, computerized information systems, and other local and regional law enforcement agencies, relevant community resources, services and activities, regional geography, roads, and landmarks, and techniques for handling difficult people.
• General knowledge of basic radio communications procedures; General knowledge of various police communication systems; Proficient knowledge of Information and Management Services duties/procedures, including proficient keyboarding skills.
• Working knowledge of local, state, and federal laws, and terminology applicable to the job; including NCIC/VCIN and basic understanding of Virginia court system and the nature of how warrants and protective orders go through different systems and how they correlate with one another.

• Intermediate: ability read, understand, and interpret policies, procedures, newspapers, journals, multi-step instruction manuals, and reference materials, such as City ordinances, state and federal laws, police policies, court documents, spreadsheets, and reports. Reviews documents for professional, technical, and content errors.

• Intermediate: ability to organize data and write clear and concise reports, prepare business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech; such as computer records, written guidance regarding records and appropriate organizational methods. Ability to compose documents and reports that analyze, synthesize and convey complex information accurately and professionally.

• Basic: ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division.

• Basic: Establishes and maintain effective working relationship and rapport with co-workers, supervisors, citizens, and the public. Provides basic information to others outside direct reporting relationships on procedures, issues, or general policies with clarity. Ability to understand and carry out oral and written instructions. Ability to deal courteously but firmly with individuals. Ability to evaluate what is being communicated to provide best information, advice and referrals in performing recordkeeping, data input, retrieval and relaying of information in precise, detail-oriented, thorough and consistent manner. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas. Ability to provide information and guidance that assists others in making decisions.

• Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.
• Makes decisions on what calls need to be transferred to City Emergency Communications and which calls can be answered by Records Division without further assistance. Serves as a resource to less experienced workers in matters of records and documents management. Demonstrates the ability to solve more difficult records and management problems under general supervision.

• Basic: uses standard technical skills appropriate to the assigned and apparent job responsibilities. Ability to enter and retrieve data from computerized/teletype files accurately and at a reasonable rate of speed with accuracy. Possesses basic understanding of available technology. Demonstrates skill in the use of Microsoft Office applications and departmental systems, software, and equipment.

• No budgetary responsibilities. However, may handle monies and prepare/enter purchasing documents information for payment.

• No responsibility for direction or supervision of others.

• Organization, detail-oriented, and time management skills, sometimes under strict time constraints.
• Effective customer service skills.
• Emergency response.
• Frequent change of tasks.
• Working closely with others as part of a team.
• Tedious or exacting work.
• Performing multiple tasks simultaneously.
• Constant interruptions and requests for service.
• Work effectively with sensitive and confidential issues and information.
• Non-traditional work schedule. Position may be required to work weekends, nights, holidays, standby/on-call, emergency on-call, and/or weather-related emergency on-call.
• May be required to work additional hours outside normal schedule.
• May require dealing with angry, frustrated and/or upset individuals.

Physical Conditions & Additional Information

Physical Demands:

• Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.
• Work requires grasping, repetitive motions of wrists, hands, and/or fingers; typing; standing, pushing/pulling, and lifting. Requires adequate talking, hearing and seeing.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations;
• Ability to observe details at close range (within a few feet of the observer).

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level in the work environment is usually moderate.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.