Records Services Assistant

Police Personnel Ott Cribbs

Salary: $20.46 - $25.57

Job Details: Under general supervision, performs semi-complex administrative and support duties relating to the receipt, entry, and review of incident reports; preparation of offense reports for the submission of crime stats to the state and FBI; dissemination of police records to the public and other governmental agencies; citation inventory, issuance and corrections; issuance of various licenses and permits; file upload, maintenance, and archives; and being customer-service focused and protecting all confidentiality.

Essential Job Functions:

• Enters, updates, and retrieves data, reports, citations/pull cards, and other important information into and from a variety of files, databases, applications, and law enforcement records management systems.
• Researches, assembles, redacts, and withholds or releases police records including GFime criminal offense, incident, arrest, accident, and investigative reports, photographs, audio and video recordings and other related police records to the public, departmental personnel, and representatives from other law enforcement or governmental agencies in accordance with established policies, procedures, and state and federal laws.
• Performs professional, knowledgeable, and friendly customer service to assists the public in person or by phone with various information related to filing a police report or obtaining copies of existing police reports, getting a permit for a burglar alarm system, non-consent tow, or door-to-door sales fingerprinting, release of criminal history information, and open record requests.
• Contacts victims or involved citizens by phone to collect pertinent details relative to criminal offense or incident and enters a police report into the records management system for follow-up by an investigative unit.
• Reviews, and either accepts or rejects, offense and incident reports for missing or incorrect information required by the FBI for the National Incident Based Reporting System (NIBRS). Verifies key data for accuracy and transfers information into the records management system.
• Monitors all offense reports and clears error notifications for accurate and timely submission of the agency's crime stats to the state and FBI.

Other Job Functions:

• Maintain organized and accurate filing system of paper and/or electronic documents.
• Receives, issues receipts and processes monies for record services.
• Promotes and maintains community engagement.

Minimum Qualifications:

• Knowledge of state and federal laws related to records management, Public Information Act, Texas Penal Code, and Local Government Records Control Schedules.
• Knowledge of customer service principles and practices.
• Knowledge of standard office practices, procedures, equipment, and clerical techniques.
• Knowledge of PC’s, various software and applications including but not limited to Microsoft Office, network applications, the internet, TCIC/NCIC databases and automated records management systems.
• Knowledge of office equipment, methods, and procedures.
• Knowledge of English language usage, spelling, grammar, and punctuation.
• Skill in compiling confidential reports and files.
• Skill in performing a variety of administrative and support duties. Skill in maintaining alpha and numeric filing systems.
• Skill in recording and organizing data.
• Skill in collecting, providing change, and receipting monies for Records Services.
• Skill in applying established procedures for disseminating records.
• Skill in communicating effectively and courteously with the public, other city employees and other agencies by oral and written means.
• Ability to exercise good judgment in maintaining the confidentiality of critical and sensitive information, records, and reports.
• Ability to use sound judgment in following and applying pertinent laws, regulations, policies, and procedures.
• Ability to produce quality, accurate work and utilize work time properly and productively.
• Ability to enter oral, recorded, and handwritten reports.
• Ability to enter information into information systems, research, access and retrieve data.
• Ability to operate a variety of office equipment including but not limited to computer and related software, phone, cash register and printer/copier/scanner.
• Ability to cope with situations courteously, and tactfully.

Qualifying Education and Experience:

• High school education
• Plus, two (2) years of administrative support experience, report/data entry, customer service, records management or law enforcement.
• Or combination of higher education and experience.

Preferred Education and Experience:

• Bachelor’s degree is desirable.

Employment Screenings Required:

• Criminal background check
• CJIS background check

City of Arlington is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace that is free from discrimination. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status, or any other characteristic protected by applicable federal, state, or local laws.