Police/ Police Detective

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City of Molalla

JOB DESCRIPTION

Title Records SpecialistDepartment Police

Exempt/Non-Exempt ExemptReports to Support Services Supervisor

Pay grade Records SpecialistEffective date August 1, 2016

General Position Summary:

This positionprovides assistance to the employees in the Police Department with support functions, is responsible for the department’s record department, and general office tasks.

Supervision Received:

The Records Specialist works under general guidance and discretion of the Support Services Supervisor.

Essential Functions/Major Responsibilities:

  • Responsible for the department’s case records and records systems, including maintaining, training employees in and updating RegJIN, and all other records programs.
  • Ability to prioritize work, meet deadlines and perform duties with minimal supervision.
  • Working knowledge of Excel, Word, and related office software and equipment.
  • Communicate effectively with coworkers, management, elected officials and the general public and display excellent interpersonal skills and awareness of controversial and/or sensitive issues.
  • Provide good customer service.
  • Must be able to render credible testimony in a court of law.

Examples of Duties (as assigned or when available):

  • Answer all incoming calls (telephonic & in person) for service; when not records/police department related, refer to appropriate individual or agency.
  • When appropriate, make entries/clearances into LEDS/NCIC of stolen property, vehicles, missing persons, etc.
  • Transcribe incoming reports in RegJIN. Make appropriate corrections or notify supervisors of errors.
  • Distribute police reports to appropriate agencies.
  • Locate police reports and traffic citations.
  • Process court-ordered expungements and sealed records.
  • Conduct vehicle releases for impounded vehicles.
  • Process requests for police department records.
  • Process officers’ subpoenas and enter into scheduling software and resolve any conflicts.
  • Conduct sex offender registrations.
  • Process DHS referrals.
  • Maintain and track agency AEDs.
  • LEDS Representative, maintains all updates and certifications with the agency.

Job Scope:

This position involves a concentrated scope of work.Use of considerable discretion, concentration, and the application of specialized knowledge and skills in recording accurate information, securing confidential records, and adhering to responsible retrieval and dissemination procedures. Although work is performed in accordance with established rules and procedures, Records personnel must exercise considerable judgment to perform assigned work thoughtfully and critically.Must be able to communicate effectively with the public in difficult or hostile. The records specialist must effectively communicate with department personnel. The records specialist will perform duties with minimal direction given. An error in work could potentially result in the incorrect processing of criminal cases. Errors may also affect the efficient operation of the department, and could result in legal action against the city and substantial financial liability.

Supervisory Responsibility:

None

Interpersonal Contacts:

This position involves frequent communication with others both inside and outside the City. Internal contacts are usually made with Police Department staff or supervisors. External contacts are made with a wide variety of individuals and groups including citizens, other emergency staff, and various state and federal agencies. These contacts frequently contain discussion about confidential or sensitive matters, necessitating discretion at all times. A large majority of contacts are made face to face with the public, but also may be made on the phone or by email.

Specific Job Skills:

  • Knowledge of Local, State and Federal laws governing records procedures, storage, handling, and disposition.
  • Ability to prioritize work, meet deadlines and perform duties with minimal supervision.
  • Working knowledge of Excel, Word, and related office software and equipment.
  • Communicate effectively with coworkers, management, elected officials and the general public and display excellent interpersonal skills and awareness of controversial and/or sensitive issues.
  • Provide good customer service.
  • Be able to react quickly and calmly in emergencies;
  • Develop and sustain positive working relationships with other employees, other law enforcement officers and the general public;
  • Ability to use tact and communicate effectively with the public and coworkers.

Mental Activities:

  • Interpersonal, teamwork, and customer service skills
  • Ability to speak, understand, read, and write English
  • Problem analysis and decision making skills
  • Ability to exercise independent judgment and/or independent action
  • Ability to exercise discretion in sensitive or confidential matters
  • Ability to perform basic math (add, subtract, multiply, and divide)
  • Ability to perform advanced math (analysis, statistics, significant data or number manipulation)

Physical Activities:

  • Frequent sitting.
  • Continuous talking, hearing, fingering, repetitive motions of the hands and wrists.
  • Ability to push, pull, lift, and carry at least 40 pounds

Education and/or Experience:

  • High school diploma or GED equivalency.
  • US citizenship.
  • Prior office experience (in a law enforcement setting is desirable).
  • General knowledge of computer applications and the ability to learn the various police department computer applications.
  • General knowledge of basic office machines (e.g., copier, fax, etc.)

Job Conditions:

The current working hours for this full-time position are set by the Support Services Supervisor. Generally, the work shift consists of five8-hour shifts, currently M-F 8:00-17:00 with a lunch from 13:00-14:00 hrs. Periodic overtime may be required. The majority of work is performed in an inside, office environment. The position also requires extensive computer work, with six or more hours a day being devoted to clerical duties. The employee may be required to testify in court as necessary in rare situations. Minimal local travel is involved for related training and meetings.

For the part-time position the hours will depend on the needs of the Department, but will generally be during regular business hours of M-F 08:00-17:00 hrs. No overtime will be available. The majority of work is performed in an inside, office environment. The position also requires extensive computer work, with multiple hours a day being devoted to clerical duties. A records specialist may be required to testify in court as necessary in rare situations. Minimal local travel is involved for related training and meetings.