Police Records Specialist

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

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
Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Perform 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.
• Archive and dispose of departmental records according as mandated by the North Carolina Records Retention Manual.
• Utilize 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.
• Use of 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.
• Analyze and review in detail all police reports, related to traffic accidents and offenses, for errors or discrepancies. When possible immediately correct errors; otherwise, provide officers with an explanation of the nature and impact of the errors and assist officers with making necessary corrections. Utilize the records management systems and Microsoft Office software applications. Document and track errors and missing reports daily and disseminate a weekly report to internal staff and management.
• Liaise 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. Identify and communicate records management systems and report errors to the appropriate internal contact and assist with resolution.
• Upload, manage, and maintain the data related to traffic accident reports on the public RPD Police Wreck Report website on a daily basis.
• Interact with external agency representatives such as, 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.
• Review DWI Affidavits and Revocation Reports before submitting to the DMV for accuracy. Review rights forms and Intoxilyzer EC/IR-II test records for accuracy from officers and chemical analysts.
• Respond to media requests for public records properly and refer to the appropriate personnel in the Chief’s office regarding high-profile cases or press releases.
• Expunge criminal records in accordance with the Petition and Order of Expunction issued by the Wake County Clerk of Courts.
• Maintain Officer’s Sealed Notes.
• Maintain Checking Station Authorizations.
• Maintain Consent to Search forms.
• Generate and disseminate a weekly Missing Offense Error List crime report and a weekly Mixed Numbers Error list report.
• Generate and disseminate a weekly Accident Error List report.
• Perform other related work as required.

Supervisory Responsibilities

Supervision Received: General Supervision

Supervision Exercised: Technical

Typical Qualifications
Education
High school diploma (or GED).

Experience
At least 1 year of relevant experience is required in general office procedures. Some training in clerical work or on the job training. Applicants may substitute additional relevant education for the required experience.

Computer Skills
To perform this job successfully, an individual should have knowledge of Spreadsheet software and Word Processing software.

Certifications, Licenses, Registrations
None

Other Qualifications

• 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
• 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
  

Additional Information
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.