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Police Records Technician

2 months ago

Englewood, United States Greenwood Village CO Defunct Full time

The Police Department welcomes your interest in the position of Police Records Technician with the City of Greenwood Village

The Position:

The purpose of this position is to perform a variety of highly responsible administrative and logistics support to assist the Police Department in ensuring a safe and secure community. Typical activities include providing administrative support to a variety of functional areas; conducting quality assurance audits; data entry, maintenance, and retrieval of police records and information; and providing general information and assistance to staff and the general public.

The salary range for this position is $21.86 - $30.49 per hour commensurate to direct experience in police records management. The anticipated hiring range for this position is $21.86 - $25.50 per hour. This position is full time, benefited, and works typical business hours with 11 paid holidays.

Medical, dental, vision, and generous PTO form the foundation of an excellent benefits package at the City of Greenwood Village Some features:

    • 401(a) with auto enrollment. The City contributes 5% with or without employee contribution (not matching)
    • Confidential Employee Assistance free to you and your household members (conflict resolution, legal/financial counseling, stress management, child/elder care resources, et cetera)
    • Eligible for 100% tuition reimbursement up to $7500 per year
Our full benefits guide can be found here.

Essential Functions

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required.The Village retains the right to modify or change the duties or essential and additional functions of the job at any time without notice.

Administrative Support
  • Collaborates with all police lobby personnel to provide support for the general public; responds to inquiries; provides information; directs customers; answers the telephone; routes calls to appropriate staff; takes messages.
  • Receives, compiles, and organizes information for the preparation of correspondence, documents, and reports as assigned; prepares a variety of correspondence, documents, and reports; composes confidential correspondence, documents, and reports; maintains confidentiali-ty of information.
  • Performs a wide variety of specialized technical and advanced level clerical work including maintaining accurate and detailed records, verifying accuracy of information, researching discrepancies, and recording information.
  • Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies specialized knowledge of departmental and program policies and procedures in determining completeness of applications, records, and files.
  • Collects, compiles, and analyzes information and data from various sources on a variety of specialized topics; checks and tabulates statistical data; writes reports which present and interpret data, identify alternatives, and make and justify recommendations; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
  • Responds to, resolves or directs inquiries and complaints; distributes license applications, permits, and other materials; assists customers with general questions regarding how to obtain a police report, and if a police report is ready to be released; ensures legal and departmental guidelines are met with the release of all police records.
  • Provides vehicle release form to owner of vehicle. Compiles and distributes all mandatory vehicle impound notification forms.
  • Provides administrative and clerical support for a variety of meetings, prepares agendas and compiles material and takes or records minutes.
  • Assists with releasing Accident Reports.
  • Order necessary office and department supplies.
Police Records Support
  • Performs quality assurance audits to ensure accuracy and standardization of information entered and maintained in the police records management systems.
  • Reviews scanned documents in the RMS; organizes, files, and maintains electronically all paperwork generated by patrol reports, including incident and reports, accident reports, arrests, and related information.
  • Prepares copies of various reports to a completed workflow for delivery to agencies and the public.
  • Receives, reviews, processes, retrieves, distributes, and maintains police records.
  • Provides officers with timely feedback so errors can be corrected.
  • Electronically transmits information to the National Crime Information Center (NCIC), the Colorado Crime Information Center (CCIC), and eDiscovery portal.
  • Ensures data integrity in accordance with the Criminal Justice Information Securities Act and other legal guidelines.
  • Releases copies of reports requested by citizens, officers, attorneys, and other individuals.
  • Maintains and disposes of records, paper and electronic, pursuant to records retention schedules consistent with state and federal laws.
Knowledge and Ability Requirements:

The knowledge and skills needed to be successful are typically gained through the attainment of a high school diploma or GED and two years of responsible clerical or administrative assistant experience, preferably in a law enforcement and/or government setting.

Candidates must be able to obtain CCIC/NCIC Certification through the Colorado Bureau of Investigation within 6 months of hire with renewal every two years. Candidates must be at least 18 years old. Candidate must also be in possession of or have the ability to obtain a State of Colorado notary designation and Colorado Certified Records Network (CCRN) master certification.

Candidates must also have knowledge of:
  • Modern office procedures, methods and equipment including a computer.
  • Laws governing release of records.
  • Methods and procedures of data entry.
  • Basic business letter writing and basic report preparation.
  • Basic principles and procedures of filing and record keeping.
  • English usage, spelling, grammar, and punctuation.
Candidates must also have the ability to:
  • Perform a variety of police related administrative and clerical work.
  • Operate a computer to perform record searches quickly and accurately.
  • Work under pressure, exercise good judgement, and make sound decisions in emergency situations.
  • Exercise independent judgment and work with minimal supervision.
  • Learn and adhere to applicable departmental, local, State, and Federal rules, regulations, and laws.
  • Comprehension of fundamental mathematical computations.
  • Meet schedules and timelines.
  • Maintain records and prepare computer-generated reports.
  • Operate and use modern office equipment including a computer.
  • Type at a speed necessary for successful job performance.
  • Communicate clearly and concisely, both orally and in writing.
  • Effectively communicate with and elicit information from upset and distressed citizens.
  • Handle confidential and sensitive information appropriately.
  • Establish and maintain cooperative working relationships with those contacted in the course of work.
  • Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
  • Maintain appropriate workplace behavior to effectively communicate and interact with others.

Experience and Training

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.A typical way to obtain the knowledge and abilities would be:

Experience: Two years of responsible clerical or administrative assistant experience.

Training: Equivalent to the completion of the twelfth grade.Supplemental college level course work in accounting, bookkeeping, or a related field is desirable.

Acquire and maintain a Colorado Certified Records Technician Master Certification.

Acquire and maintain a notary designation.

Additional Considerations:

As a municipal organization, Greenwood Village is a provider of emergency services.Some emergency situations, including weather-related emergencies, may necessitate Greenwood Village employees to assist in areas of work which may not be directly related to the employee's specific job function, but which will be within the physical capabilities, training, and skills of the employee.

Equipment Utilized:

Standard office equipment, including computers with a variety of software programs.

Contact with Others:

Primary internal contact is with the professional, clerical and management staff.Primary external contact is with vendors, other public agencies, and the general public.

Supervisory Requirements:

Receives general supervision from Police Operations Support Supervisor. The Police Records Technician exercises no supervision.

The posting will remain open until the position is filled. Review of applications will begin immediately.

The City of Greenwood Village utilizes E-Verify to confirm employment eligibility.

The City of Greenwood Village is dedicated to the principles of the Equal Employment Opportunity Act and prohibits unlawful discrimination against applicants based on race, color, religion, sex, national origin, age over 40, physical or mental disability, veteran status, genetic information, sexual orientation or gender identity.