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Criminal Records Coordinator

2 months ago

Suffolk, Virginia, United States City of Suffolk, VA Full time
Salary: $39, $62,038.00 Annually

Location : Suffolk, VA

Job Type: Full Time

Department: Police

Job Overview

Under general supervision, the incumbent will undertake a range of moderately complex clerical and administrative tasks for the City Police Department. Responsibilities include utilizing various data entry systems to update and manage data files. The role also entails assisting the public by providing copies of criminal records, accident reports, and other relevant documents, while also processing payments for these services. The employee will prepare routine correspondence, reports, and maintain organized records and files. In cases where the position is assigned to Investigations, the employee will be required to transcribe audio and video recordings into written documentation. The role demands a high level of initiative and independent judgment in completing tasks, along with a courteous and tactful approach in frequent interactions with the public.

Key Responsibilities
  • Must be able to work on a shift basis.
  • Handles requests for copies of criminal records and accident reports; processes payments and issues receipts.
  • Answers phone calls and greets visitors; provides information based on thorough knowledge of department services, policies, and procedures, or directs inquiries to the appropriate personnel.
  • Operates data entry systems to access, review, and process various files, including criminal histories and incident reports; prepares and distributes photographic evidence to officers and detectives.
  • Conducts research on incident reports and resolves discrepancies.
  • Monitors incoming messages from statewide data systems.
  • Establishes and maintains a variety of files; retrieves necessary documents as required.
  • Prepares and sends teletype messages and facsimiles as needed.
  • Processes various permits and tickets, and maintains accurate financial records of transactions.
  • May be responsible for typing documents from various sources, ensuring accuracy in spelling, punctuation, and formatting.
  • May assist in training new staff members.
  • Performs additional related duties as assigned.
Qualifications

Graduation from high school, supplemented by coursework in secretarial sciences or business practices, along with one to two years of experience in clerical or administrative roles; or any equivalent combination of training and experience that provides the necessary knowledge, skills, and abilities. If assigned to Investigations, prior experience in transcription from audio/video formats is required. Must obtain Virginia Criminal Information Network (VCIN) certification within the first year of employment.

Typing proficiency of at least 40 words per minute is required.

Additional Skills
  • Ability to analyze and compare observable characteristics of data or documents.
  • Effective communication skills, both verbal and written.
  • Ability to prepare various forms of correspondence and reports.
  • Strong organizational skills and the ability to maintain accurate records.
  • Knowledge of modern office practices and procedures.
  • Ability to work independently and make sound judgments.
  • Ability to establish and maintain effective working relationships.