Performs specialized clerical work in the preparation of criminal records for the Police Department. This is accomplished by receiving booking information on new arrests and updates; receiving and logging daily requests; reviewing police reports to determine request responses; registering offenders; obtaining and filing records of licenses, photo IDs, and fingerprints; and handling all other aspects of data entry as required by the position.
Examples of Duties
ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)
¨ Updates arrest information in the department records system; updates criminal history information as it becomes available including conviction updates if available; creates new packets as needed for individuals.
¨ Sends arrest and criminal history information to the ISP Bureau of Identification.
¨ Assists other agencies gather criminal history information on individuals who have been arrested by the City police agency; sends fingerprint cards, photographs, copies of reports and copies of criminal histories originating from this agency.
¨ Enters information from police reports and other source documents into on-line computer system.
¨ Runs criminal histories from computer system.
¨ Disseminates police reports and criminal records to police department personnel, insurance companies, government agencies, and the general public upon request.
¨ Receives check or cash from insurance companies and the general public requesting copies of accident reports, safeguards all money and checks until turned over to other police personnel.
¨ Answers telephones; greets and assists the general public, police department personnel and individuals from other government agencies.
¨ Sorts and files police reports and other documents.
¨ Processes application and issues adult-use employee permits including: fingerprinting and taking photo ID; running applicant information through computer checking local police files, state and national computer for criminal history, and outstanding warrants.
¨ Processes application and issues cab driver permits.
¨ Processes application and issues masseuse/masseur permits.
¨ Takes ID photos for all City employees, all applicants for permits, and various other outside agencies.
¨ Processes peddler records; checks through department computer system, state files, and national computer.
¨ Processes false alarm; prints notification letters and processes for mailing; processes invoice requests; testifies in court on alarm totals, false alarm dates, notification dates, and when accounts receivable was notified to bill alarm owner.
¨ Completes all convicted sex offender registrations; mails sex offender registrations to various agencies as mandated by the state.
¨ Fills in for other staff members as required.
¨ Processes Freedom of Information Requests from the general public, screens reports released under the Freedom of Information Act, either approves or denies request; if request is denied, types denial letter indicating incident number, offense description and reasons for denial.
¨ Processes expungement orders.
¨ Processes subpoena requests.
¨ Trains employees in the procedures for data entry into computer system.
¨ Resolves problems with written reports; determines the nature of the problem and takes proper steps to correct the problem(s).
¨ Verifies the accuracy of data entered into the computer system.
¨ Attends meetings to discuss information and issues relating to area of responsibility.
¨ Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED:
General Office Equipment
Photo Imaging Machine
Photo ID Camera
High school diploma or GED; two to three years progressively responsible experience; minimum typing speed of 45 wpm required. General knowledge of retrieval and downloading of digital files, including videos and photographs. Any equivalent combination of education, training and experience, which provides the required knowledge, skills and abilities to perform the essential functions of the job, considered.
KNOWLEDGE, SKILLS, AND ABILITIES:
¨ Applicable state, federal and local ordinances, laws, rules and regulations.
¨ Police policies and procedures.
¨ All computer applications and hardware related to performance of the essential functions of the job.
¨ Principles and practices of basic accounting.
¨ General office procedures, policies and practices, as well as basic knowledge of computer/VDT and other general office equipment.
¨ Basic UCR code reporting.
¨ Recordkeeping, report preparation, filing methods and records management techniques.
¨ Correct English usage, including spelling, grammar, punctuation, and vocabulary.
¨ Standard business arithmetic, including percentages and decimals.
¨ Using tact, discretion, initiative and independent judgment within established guidelines.
¨ Using a computer to accurately and rapidly enter and retrieve data and information.
¨ ¨ Communicating clearly and effectively, both orally and in writing.
¨ Operating complex computer personal programs via a microcomputer or via a VDT connected to a mainframe computer.
Mental and Physical Abilities:
¨ Ability to deal with problems involving a few concrete variables in standardized situations.
¨ Ability to effectively testify in court.
¨ Ability to understand and carry out oral and written instructions, giving close attention to detail and accuracy.
¨ Ability to take accurate fingerprints that are readable and usable.
¨ Ability to write routine reports and correspondence.
¨ While performing the essential functions of this job the employee is frequently required to walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance, lift and/or move up to 10 pounds, and speak and hear.
¨ While performing the essential functions of this job the employee is occasionally required to lift and/or move up to 20 pounds.
¨ Work is performed in a normal office environment with little or no exposure to outdoor temperatures or dirt and dust.
¨ The incumbent's working conditions are typically moderately loud.