Records Assistant I

DESCRIPTION OF WORK

Under supervision by the Commander of Communications/Staff Services Captain, a person assigned to this position performs clerical duties maintaining the records for the police department. Duties include utilizing the National Crime Information Center computer, data entry, answering the telephone, maintaining files and statistics, typing and providing customer/officer service.

EXAMPLES OF WORK

  • Uses LINK/NCIC crime computer to determine registration ownership data of vehicles, stolen property and wanted persons. Mandatory every year in-service and certification for LINK/NCIC.
  • Sorts, files, and tracks records created by 27 police officers and 6 communications officers, regarding their daily activities and service requests that are generated when dealing with the public.
  • Enters data/information and reports into database, such as investigative, accident, property, arrest and suspect reports; enters supplemental reports; verifies input for accuracy and files after processing.
  • Attends to customers/insurance companies requiring copies of various investigative and accident reports, accepting payments for same. Persuades citizens to remain calm while locating personnel to handle their situation.
  • Provides clerical support such as typing, filing, copying, and faxing. Keeps all reports available and accessible for Crime Prevention and Investigations, assists officers with locating documents.
  • Answers inquiries made by the Commonwealth Attorney’s Office, County Attorney’s Office, and inquiries by various representatives at the Warren County Justice Center.
  • Receives subpoenas from the Commonwealth Attorney’s Office and the County Attorney’s Office. Pulls and copies reports for officers in the patrol and investigation divisions.
  • Pulls offense reports, citations and master index cards for court ordered expungements.
  • Files Kentucky Uniform Citations segregating by criminal and traffic offenses.
  • Transmits Kentucky Uniform Citations and Uniform Offense Reports to the Kentucky State Police.
  • Tracks, files, property record cards and evidence cards.
  • Cross-references all reports in database, typing and filing field interview cards for master- name index.
  • File and maintain records for after hour passes.
  • May supervise student employees.
  • Substitutes for Departmental Office Associate when on vacation or sick.
  • May type letters, memos and update Departmental Operations Manual.
  • May prepare requisitions, invoices, travel vouchers and other university forms & billing.
  • Prepare departmental overtime payroll and post time cards, absentee records.
  • May sort and distribute mail.
  • May schedule appointments.
  • May proofread and edit various documents.
  • May update personnel information on various lists.
  • May schedule and attend Crisis Management Committee Meetings, take minutes, update and make changes to the Crisis Management Manual.
  • Assist in all areas of hiring preparation.
  • Substitutes for co-worker when on vacation or sick.
  • Performs related duties as required.

MINIMUM QUALIFICATIONS

Education: High school diploma or GED equivalency.

Training: On the job training and successful completion of training courses in LINK/NCIC school (40 hours). Mandatory In-Service required 8 hours every year.

Skills: Typing - 45 wpm. Basic computer knowledge required. Ability to work quickly and efficiently. Ability to deal with the public in a tactful and courteous manner.

Experience: Experience in clerical duties, typing, filing. Must be emotionally mature.

Physical: Free of any physical, emotional or mental condition which might adversely affect their employment performance.

 


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Human Resources Form No. 23
(Revised: 1/15/08)