Police Records Coordinator

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

Job Details

WORK SCHEDULE: 7:30 AM - 6:00 PM

(30 MINUTE LUNCH - DAYS OFF ARE SUBJECT TO OPERATIONAL NEEDS)

*Must be flexible to work weekends, holidays, and/or substations, if required.

As Police Records Coordinator, you'll play a critical role in ensuring the accuracy, integrity, and efficiency of vital police records. You'll review, update, and maintain essential data that supports law enforcement and public safety. In this dynamic role, you'll coordinate daily workflows, train new team members, and deliver exceptional service to both internal staff and external agencies. If you're detail-oriented, organized, and thrive in a fast-paced environment, this is your opportunity to make a meaningful impact in your community.

Summary of Duties : Under general supervision, the Police Records Coordinator (PRC) reviews, modifies and completes entry in various systems for the processing and maintenance of various police records within their area of specialty separated into teams - Arrest, Crash, Case, Uniform Crime Reporting (UCR) and the general Records functions (the "Teams"); provides general coordination and support of daily processes and workflow; provides training for newly assigned team members; provides internal and external customer service to City staff, and external agencies by responding to questions, processing requests for various records within their Team's area of responsibility.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

Applies to All Coordinator Positions -

• Serves as the Records Division subject matter expert in all aspects of the Coordinator's Team specialty; includes extensive knowledge of all county, state and federal reporting requirements as well as various internal and external systems/databases which feed into a records management system (RMS.)
• Completes data entry, prepares and reviews and audits incident reports and case file; also reviews assigned Team member work on incident reports, case files, and exception logs for accuracy and provides feedback on Team members performance through the assigned Records Supervisor as required; makes corrections as appropriate; requests additional information and documents as required; utilizes various dashboards / logs and electronic tracking methods to track the status of reporting.
• Routinely reviews and updates operations manuals for use by self and other staff to ensure processes are current and in compliance with policies, procedures, rules and law.
• Creates weekly statistics for the Records Manager.
• Conducts training of newly assigned team members.
• Responds to citizen, staff and various agency requests and inquiries via in person, phone or team email.
• Collects, sorts, and distributes mail; participates in processing mail items for assigned Team.
• Must be available to work weekends, holidays, and potentially at various locations.
• Regular and consistent attendance for the assigned work schedule and/or location is essential.

In addition to the above general Records Coordinator responsibilities, each Coordinator is responsible for the duties outlined below within the respective team to which assigned:

Arrest Coordinator -

• Responsible for the oversight and coordination of processing arrest-related paperwork and verifying that all necessary information is correctly recorded on arrest paperwork.
• Reviews and approves arrest reports entered in the RMS and other systems by Records Technicians and Senior Records Technicians; provides feedback as necessary.
• Processes DWI paperwork and ensures it is sent to Texas Department of Public Safety (DPS) in a timely manner.
• Creates jail records from the appropriate jail systems where arrestees were booked.
• Applies Uniform Crime Reporting (UCR) and National Incident Based Reporting (NIBRS) coding to arrest reports according to state and federal reporting requirements.
• Processes arrests made for warrants issued from Plano Police Department.
• Ensures all arrest information is entered accurately.
• Indexes documents that are attached to restricted reports.

Crash Coordinator -

• Responsible for the oversight and coordination of all crash report submissions via the State of Texas crash records information system and revising / updating the RMS.
• Reviews and approves crash reports entered in the RMS and other systems by Records Technicians and Senior Records Technicians; provides feedback as necessary.
• Tracks crash reports that have not been written by officers and conducts follow up with officers and Sergeants.
• Ensures information entered in RMS is accurate for entry into additional crash analysis system for Traffic Engineering.

Case Coordinator -

• Responsible for the oversight and coordination of all case filings, other than those assigned to CID, with the District Attorney's Office. Monitor case dashboards to ensure cases are filed in a timely manner.
• Submits monthly statistics to Records Manager, Crime Analysis Division and the Police Legal Advisor.
• Coordinates evidentiary requirements for case filings which includes making requests and obtaining physical and digital evidence from the Property and Evidence Division ensuring to maintain positive control for chain of custody purposes; includes 911 call recordings, digital video recordings (DVRs), lab submission forms, lab reports, and PC affidavits and warrants; scans and/or uploads evidence into the RMS ensuring all evidence is uploaded to the correct incident report/ case.
• Processes completed lab reports and files cases as needed based on data received.
• Manages at-large cases from Patrol Division, conducts follow-up and coordinates evidentiary requirements.
• Utilize case dashboard to ensure case related documents and other evidence that are received after case filing are sent as a supplement to the District Attorney's Office.
• Indexes documents that are attached to restricted reports.

Floor Coordinator -

• Creates daily General Process work assignments and the oversight and coordination of such schedules; monitoring to ensure such schedules / priorities are followed for processing mail, working assigned ques and reports, and working the customer service window, and adjust as needed to meet priorities in response to shifting workloads.
• Provides hands-on / participatory support to Records Technicians and Senior Records Technicians.
• Maintains knowledge of all General Records tasks and procedures.
• Aids with post-onboard training for new hires as well as ongoing training for the Division.
• Monitors various Que Processes, dashboard and reports to locate and correct internal data and/or indexing errors; additionally monitors via reporting employee accuracy and productivity reporting such through Records Supervisors to the Records Manager.
• Completes and/or oversees data quality control and error clean-up projects.
• Schedules daily tasks to ensure continuous monitoring of incoming records.
• Maintains activity logs and various dashboards.

UCR Coordinator -

• Responsible for the oversight and coordination of accurate coding (penal codes, NIBRS, etc.) and entry of reports to meet UCR reporting requirements, to include supplements and investigative notes.
• Ensures meticulous and detailed reviews of all RMS data as the final review for RMS files.
• Processes warrants that have been recalled or updated, and other agency arrests for Plano warrants.
• Manages and processes orders of non-disclosure appropriately.
• Updates RMS with accurate dispositions according to Collin County case statuses.
• Addresses any questions or concerns regarding UCR offenses.

Marginal Duties :

• Performs other duties as assigned

Typical Decisions : The incumbent must determine appropriate procedures, quality control measures, and deadlines to ensure accurate and timely data preparation and dissemination; must be able to answer questions pertaining to the particular assigned field of expertise, assisting Records Technicians, Senior Records Technicians and other police department personnel with report problems and/or data requirements, makes decisions based on best practices of the assigned specialty area; determines training and cross training means and methods.

Minimum Qualifications :

Knowledge of :

• E xpert knowledge and subject matter expert of processes related to reviewing, modifying and completing entry into various systems for the processing and maintenance of various police records within the assigned area of specialty teams - Arrest, Crash, Case, and Uniform Crime Reporting (UCR) and general Records functions as well as extensive knowledge of all county, state and federal reporting requirements as well as various internal and external systems / databases which feed into an RMS .
• A dvanced knowledge of general Police Records functions, policies, procedures; documentation preparation and organization; statutes and ordinances regulating the coding and distribution of information and other applicable laws or ordinances; supporting and assisting with training for newly assigned team members.
• General office practices, procedures, equipment, and general software, including word processing, spreadsheet, and other general software applications; rules of grammar; practices of document preparation.

Skill in:

• Coordinating an assigned work group (Team) to achieve the goals of the specified Team; providing workflow direction and addressing any process issues or questions.
• Effective workplace communication, including written, verbal and active listening skills; interacting professionally with internal and external customers while providing professional, effective and tactful customer service ; utilization of various specialty software / databases for data input and maintenance as well as track daily workflow within the Records Management System and other internal and external systems; effective reading and comprehension of police centric reports and narratives for proper coding and routing; operating a personal computer; scanning and organizing documents; working independently.

Education: High school diploma or GED equivalent required.

Experience: Three (3) years of experience in a Police records environment required, experience within Plano Records Division preferred.

Direct work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above- specified education and experience requirements.

Required Licenses, Certifications and Training:

• Criminal Justice Information Systems (CJIS) and Privacy Training must be successfully completed within the first five (5) business days from start of work date; and must be maintained during employment
• Texas Crime Information Center (TCIC) / Texas Law Enforcement Telecommunications System (TLETS) Peace Office Certification must be successfully completed within the first six (6) months of employment date; and must be maintained during employment
• Federal Emergency Management Administration (FEMA) National Incident Management Systems (NIMS-700) and Incident Command System Training (ICS-100) certificates must be successfully completed within the first six (6) months of employment date
• Must have a valid Texas Class C Driver's License prior to employment
• May be required to become a notary public after six (6) months of employment

Conditions of Employment : Must pass a drug test, polygraph, criminal history background check, and social security number verification check; additionally, must pass ongoing periodic CJIS background checks (for positions requiring access into Police buildings and records).

Physical Demands and Working Conditions : This is primarily an office classification although standing in work areas and walking between work areas is required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may be required to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

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