Police Records Specialist
DEADLINE: Position will close to applicants on Monday, June 21, 2021 at 12:00pm M.S.T.
IMPORTANT NOTE: To be considered for the Records Specialist position a resume is required at the time of application.
The hiring salary is $19.90 per hour; salary step plan is $19.90 - $25.87 per hour. This position will have a set schedule of Monday - Friday, 8 AM to 5 PM.
Selection process timeline
Alternate dates for testing and interviews are not available
Skills assessment: June - July
Oral Board Interview: July
Conditional Job Offer / Background Investigation: July - August
Tentative Start Date: September 13, 2021
Transcribe, process, validate, scan, store, and index Officer’s arrest/booking paperwork, taped offense reports, lost and found property reports, minor theft and damage reports, motor vehicle accident reports, citations, K-9 reports, evidence forms, vehicle tow reports, sex offender registration reports, parole reports, offender treatment registrations, adult and juvenile felony filings, juvenile complaints and all other associated paperwork into the Records Management System (RMS). Review, edit and complete as required all officer generated Automated Field Reports (AFR). Accountable for quality control of all the above, including but not limited to accurate information pertaining to offense violations, locations, participants, vehicles, property and arrest information.
Utilize Computer Aided Dispatch (VisiNet/CAD) to assist citizens, officers and police administration in obtaining information on police calls for service.
Certified on the CCIC (Colorado Crime Information Center)/NCIC (National Crime Information Center) systems in order to query information regarding persons and vehicles, and to send teletypes in response to agency requests for records information.
Ensure all information required for Uniform Crime Reporting (UCR), National Incident Based Reporting (NIBRS) and Department Directives is present and accurate.
Knowledge of the Colorado Revised Statutes (CRS), Colorado Children’s Code, Loveland Municipal Code, Model Traffic Code, National Incident Based Reporting Classifications and Uniform Crime Reporting Classifications. Maintain a working knowledge of the criminal justice records release laws of the State of Colorado.
Maintain all law enforcement documents in a manner that ensures the separation of juvenile and adult files. Provide access to all paperwork associated with a case file to other Police Department units, the Courts, District Attorney’s Office, other law enforcement agencies and the community as dictated by CRS and the Colorado Children’s Code.
Track cash and personal recognizance bonds and make cash deposits for out of jurisdiction bonds. Ensure the timely relay of all bonds to the appropriate courts, including courts in other jurisdictions.
Provide for the delivery of Court documents to the appropriate Court and District Attorney.
In-depth working knowledge of data entry standards in order to produce complete and high quality reports and statistics utilized by the Department, other City departments and the community for a variety of purposes.
Retrieve data to be utilized in the production of complete and accurate statistics from the current and archived databases of the RMS and CAD, ranging from individual requests by citizens or Department members to statistics required by the State of Colorado, to include monthly statistical and NIBRS reports.
Retrieve, release and accurately interpret information from current and archived data in the preparation of criminal history background checks as mandated by the Colorado Revised Statutes and the Colorado Children’s Code.
Retrieve and release police records, including CAD incidents, in-car videos and digital evidence, from current and archived data in compliance with criminal justice records release laws as mandated by the Colorado Revised Statutes and the Colorado Children’s Code.
Create and update Department forms. Make copies of original forms used by Patrol Officers and stock in various locations. Make copies of original forms used by Records and stock appropriately. Conduct periodic inventory of printed forms and request re-orders. Order DMV and other agency forms to assure an adequate supply.
Answer all incoming calls to Loveland Police Records. Obtain information to answer questions, properly route calls to proper person or division and provide referrals and information to callers.
Assist customers who come to the front counter of the Police Department by giving and receiving information and directing visitors to the proper resource. Determine if officer assistance is needed and direct citizens on how to receive assistance. Assist citizens in the completion of various forms and collect information from citizens to complete counter motor vehicle accident reports and found property reports.
Respond to a broad range of questions and requests in person, via phone, e-mail, mail and fax and assist members of the Police Department, City government, citizens, the media, and other public officials and agencies.
Provide technical support to the Department regarding the mug system and creation of photo lineups. Electronically link mug photos to the RMS.
Acquire digital evidence and ensure that it is properly entered, maintained and purged when appropriate.
Provide extensive customer service internally and externally.
Complete special reports and major projects as related to Records functions.
Working with the Records Supervisor, Records personnel assist with the continual review and update of the Standard Operating Procedures Manual, and the Records Unit goals and objectives.
Transcribe on an as-needed basis arrest warrants and interviews.
Train new officers and other Department personnel in searching for and retrieving data, as well as a variety of statistics from the RMS. Train in reporting as required by the format of the RMS. Basic functions training, such as e-mail and phone mail.
Train new Records Specialists, both permanent and temporary, and provide evaluation documentation on performance to Police Records Supervisor. Create and maintain the Records Unit training manual.
Order office supplies for the Records Unit.
Prepare and distribute meeting minutes.
Provide PC hardware and software support for Police Department personnel.
Under the direction of the Records Supervisor, assist with the testing of software and with the identification of potential problems. Also assist in the development of workarounds for software problems.
Screen visitors and require them to complete visitor log information. Issue visitor badge, direct to proper personnel, escort visitors within the building when required and maintain visitor log.
Collect funds and maintain adequate change for cash transactions. Balance the cash register drawer and prepare a deposit summary form.
Schedule ride-along requests with officers and complete criminal history check. Distribute finalized information for officer/supervisor information. Maintain records of completed ride-alongs.
Distribute mail received from other City departments, the County Courier, and the US Postal Service. Route packages to appropriate individual. Ensure that the Loveland Senior Police Volunteers (LSPV) complete requests for certified mailings for Department personnel.
Assist with the training of LSPV volunteers who work in the Records Unit. Provide on-going training to maximize their effectiveness. Assign LSPV volunteers tasks such as the review of the adult and juvenile files for accuracy and the organization of the case report filing.
Maintain and update the Department phone and contact information in both electronic and printable format.
Schedule resources such as conference rooms and equipment.
Update Department phone and information manual.
Maintain press release archive files.
Yearly preparation of files for Records cases and monthly statistics.
Notarize various documents for citizens and Department personnel.
Complete special reports, projects and other administrative assignments as required.
Perform other related duties as required and assigned.
Three (3) years of extensive office and public contact experience in a high volume and high stress setting is required; preferably in a law enforcement related field.
Ability to acquire working knowledge of the Colorado Revised Statutes, City Ordinances, and Model Traffic Codes. Typing (50-wpm), word processing and data entry. Transcription of dictated and written documents. Ability to handle confidential information discreetly and according to applicable laws and Department policies and procedures. Excellent customer service skills.
Ability to interact with people in potentially volatile situations. Ability to handle stressful situations in a chaotic environment. Ability to handle multiple tasks simultaneously. Ability to work independently and effectively as a member of a team. Strong English language, grammar and math skills. Ability to prioritize and meet deadlines.
Normal office environment, which may have moderate to intense levels of noise and interruption. Operation of computer keyboard and telephone. Must be able to hear on a Dictaphone to transcribe reports, correspondence and interviews. Completing handwritten reports and forms. Extended hours sitting in office setting conducting repetitive keyboard motions. Frequent contact with internal and external customers requesting assistance. Possible shift work.
Material and Equipment Directly Used: Standard office equipment such as personal computer, telephone, calculator, Dictaphone, fax, copy machine and digital scanner.
This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.
NOTE: To be considered for the Records Specialist position a resume is required at the time of application.
Employment offers will be conditional on an extensive criminal background investigation, polygraph examination, psychological examination, and drug screening.
APPLICANTS WHO ARE UNSUCCESSFUL IN THE SELECTION PROCESS MAY APPLY FOR FUTURE OPENINGS.
The City of Loveland is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or sexual orientation. We encourage, value and respect diversity.
Loveland, CO 80537