Job Description

Job Title

This position is for moderately difficult, non-sworn work within the Records Unit of the Administrative Services Division in the Police Department.

Job Description

Under general supervision, perform a variety of specialized tasks related to the efficient maintenance of a complex recordkeeping system in accordance with federal, state, and local laws. Work involves the maintenance, retention, and retrieval of Police Department records. Perform data entry and import functions in various computer system applications to create or update existing records that are electronically stored, retrieved, and disseminated in accordance with federal, state, and local laws, and internal policies.

Perform daily system and data audits to identify errors and to ensure police reports and records are accurate and complete. Respond to requests from internal customers and the public via telephone, mail, e-mail, fax and in-person inquiries for information and reports related citations, arrests, traffic accidents, and police operations. Provide support and operational coverage to internal divisions as requested. Perform office and clerical duties related to equipment maintenance, filing, shredding, copying, faxing, etc. as required.

Duties and Responsibilities

Performs complex recordkeeping and specialized tasks related to police information and activities through automated and manual systems to manage the organization, tracking, retrieval, release, and archival functions of public and confidential police records according to federal, state, and local laws and internal policies.

Archives and disposes of departmental records as mandated by the North Carolina Records Retention Manual; Uploads, manages, and maintains the data related to traffic accident reports on the public RPD Police Wreck Report website daily.

Utilizes various complex computer software applications and database management systems (i.e., KOPS, Chiefs, eCitations RMS, eCrash, CAD) to enter data and import police reports and records involving citations, DWIs, arrests, traffic accidents on a daily basis and according to strict departmental guidelines for the compilation of departmental statistical and informational reports.

Uses effective customer service, communication skills (oral and written), and judgment to research and respond to telephone, mail, and in-person requests for information, direction, or reports pertaining to Calls for Service, access to law enforcement investigations reports, arrests, citations, DWIs, traffic reports, press copies, etc.

Analyzes and reviews in detail all police reports related to traffic accidents and offenses for errors or discrepancies. When possible, immediately corrects errors; otherwise, provides officers with an explanation of the nature and impact of the errors and assists officers with making necessary corrections. Utilizes the records management systems and Microsoft Office software applications. Documents and tracks errors and missing reports daily and disseminates a weekly report to internal staff and management.

Liaises between the IT unit, Crime Analyst, and officers to ensure the accuracy and integrity of the Records Management systems with regard to functionality and imported data of law enforcement information. Identifies and communicates records management systems and report errors to the appropriate internal contact and assists with resolution.

Interacts with external agency representatives such as the Department of Corrections, Wake County Department of Human Services, Wake County Courts, Wake County District Attorney's Office, Division of Motor Vehicles, City of Raleigh Transportation Operations Division, etc., to exchange information and provide required documentation regarding citations, DWIs, arrests, traffic accidents, and statistical data.

Reviews DWI Affidavits and Revocation Reports before submitting to the DMV for accuracy. Reviews rights forms and Intoxilyzer EC/IR-II test records for accuracy from officers and chemical analysts.

Responds to media requests for public records properly and refers to the appropriate personnel in the Chief's office regarding high-profile cases or press releases.

Expunges criminal records in accordance with the Petition and Order of Expunction issued by the Wake County Clerk of Courts.

Maintains Officer's Sealed Notes, checking station authorizations, consent to search forms

Generates and disseminates a weekly Missing Offense Error List crime report, a weekly mixed Numbers Error List report and a weekly Accident Error List report

Performs other related work as required

Typical Qualifications

Education and Experience:

High School diploma or G.E.D. equivalency; less than 1 year experience in clerical support, data entry, customer service, or related field OR Any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted

Additional Information

Knowledge of:

• Raleigh Police Department policies and procedures
• Basic record-keeping procedures based on numerical and alphabetical filing systems
• Structure and content of the English language to include spelling, grammar and rules of composition; and, Spanish as it relates to bilingual specialists
• Customer service principles and practices
• Standard administrative procedures and use of general office equipment

Skill in:

• The operation of standard office equipment, microfilm reader, scanner, copier, fax machine, etc.
• Oral and written communication
• Operation of a filing, records management system
• Typing and data entry

Ability to:

• Learn and utilize the department record management system, as well as, other computer software programs.
• Type and perform necessary data entry within complex database systems
• Establish and maintain an effective working relationship with elected city officials, supervisors, police officers, other departmental employees, external agency representatives, and the public through the use of effective interpersonal and communication skills
• Effectively communicate including oral or written expression and comprehension to elicit, convey, and/or understand information, instructions, and/or directions
• Use good judgment and make sound decisions in the execution of job duties
• Interpret and abide by established policies, standard operating procedures, regulations, laws, and other directives that govern daily activities within the Records Unit and Police Department
• Multi-task, organize and prioritize workload to meet unit and departmental deadlines and goals
• Lift, pull, push, and/or carry boxes that may weigh more than 20 pounds

ADA and Other Requirements:

Work Environment and Physical Effort: Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.

Work Environment: Work is typically performed in an office or similar indoor environment. Employees will occasionally work in an outdoor environment.

Work Exposures: Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to Individuals who are hostile or irate.

City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.

Job Tags

Similar Jobs