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Records Management Specialist

2 months ago

Salt Lake, Utah, United States City of South Salt Lake Full time
Job Overview

POSITION SUMMARY

The Records Management Specialist is responsible for ensuring the confidentiality, accuracy, and reliability of police documentation.

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KEY RESPONSIBILITIES

  • Transcribes and finalizes police documentation and oversees case management.
  • Conducts quality assurance checks on reports and records to guarantee that all necessary information is readily accessible.
  • Inputs data into the information management system, identifies patterns and concerns within records, and communicates these issues along with proposed solutions to the appropriate department officer.
  • Handles incoming phone inquiries and emails related to records requests.
  • Researches and disseminates police reports and record claims for governmental, insurance, and legal entities.
  • Provides assistance to the public; aids individuals in completing GRAMA requests in accordance with the Government Records Access & Management Act.
  • Achieves Records Officer Certification from the Division of Archives and Records within the first 90 days of employment.
  • Manages incoming calls to the police department using a multi-line computerized phone system.
  • Greets and assists walk-in visitors.
  • Performs cashier duties, including calculating and collecting fees, balancing the cash drawer, and preparing daily financial deposits.
  • Maintains BCI (Bureau of Criminal Identification) certification, with testing and certification renewal required every two years.
  • Certifies to assist and update records related to Sex/Kidnap/Child Abuse Offenders in collaboration with the UDC Interstate Compliance Unit.
  • Sorts and distributes incoming and outgoing mail and deliveries.
  • Processes, scans, and enters citations into the police department's scanning and records management system.
  • Handles all NCIC (National Crime Information Center) entries, cancellations, verifications, and validations on a daily and monthly basis.
  • Issues Alcohol Work Cards and processes IDs for new city personnel.
  • Manages inventory and procurement of office supplies.
  • Receives and processes all court-ordered expungement requests.
  • May provide training to new records personnel.

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MINIMUM QUALIFICATIONS

EDUCATION, EXPERIENCE, AND CERTIFICATIONS

Completion of high school or GED equivalent, along with two years of clerical experience, or a combination of related education and experience.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

  1. Familiarity with general departmental programs and administrative procedures; understanding of records management systems; knowledge of proper telephone etiquette.
  2. Proficiency in word processing, spreadsheet applications, office machinery, and microcomputer operations.
  3. Ability to communicate effectively in both verbal and written forms; capacity to exercise independent judgment.
  4. General clerical skills that can be assessed through valid testing methods or verifiable work experience.