Police Records Clerk jobs in Auburn, WA

REPORTS TO:  Records Supervisor

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Act as communications liaison and perform technical and clerical duties in support of the Kent Police Department operations. Coordinate verbal, written and electronic communication responses to law enforcement personnel, media, and citizens by providing information via telephone, police radio, computer, facsimile or in person, assuring a timely reply to requests for assistance.

Run computer inquiries and enter law enforcement information as appropriate such as 911 and non-emergency calls for service, wanted/missing/violent persons, vehicles, etc., Department of Licensing information to include photos, and relay via radio and computer to Police Officers in the field.

Process concealed pistol licenses and firearm dealer licenses, which may include fingerprinting applicants, scheduling appointments, taking payments, conducting background checks using multiple databases, logging denial/process information, mailing licenses to applicants, and providing license information to Department of Licensing.

Conduct background checks for VIPs volunteers, criminal justice applicants, or vendors.

Provide information to citizens by telephone and in person such as:  location directions, community services activities, and complaints.

Review, verify, prepare for service, and communicate to Police Officers and other law enforcement agencies conditions of Court orders.  Enter Court orders in State computer system.

Enter, clear and retrieve arrest warrants both internally and to other law enforcement agencies to assure timely and appropriate enforcement actions.

Process and disseminate police-related reports and criminal history to citizens and other agencies in compliance with public disclosure laws.

Receive verbal reports of Civil and Criminal violations from the general public. Route information to the proper contacts to include chain of command.

Calculate, collect and receipt fees associated with concealed pistol licenses, fingerprinting, and copies of case reports.

Notify special response units such as: Emergency Response Team (ERT), Hostage Negotiator, Canine Officer, Accident Investigators, Homicide Investigator, Civil Disturbance Unit and Evidence Technician, as directed.

Monitor alarm panel; coordinate appropriate responding agencies for various City departmental alarms including Water, Fire, and requests for assistance.

Establish and maintain files for pistol permits, arrest forms, court orders, warrants, restraining orders, police reports, sexual offenders, missing person reports, gun dealer licenses, phone rolodex and juvenile arrests.

Maintain police logs such as: court orders, citations and infractions, in-custodies, warrants and other logs for regional information systems.

Operate a variety of transcription and dictation equipment: transcribe and type from dictation and hard copy, notes and verbal instructions such as verbatim suspect and witness statements, suicide notes, child abuse reports and confessions, and the ability to transfer such statements to appropriate computer programs and folders.

Fingerprint applicants for citizenship, various licenses, and permit requests.

Enter serial numbers of stolen property, pawned articles and pistols in WACIC State computer system.

Perform quality assurance of all information entered into the Records Management System, ensuring departmental entry standards; National Incident Based Reporting System (NIBRS) coding requirements are met. Enter case reports, supplemental reports and notes under the same standards and coding requirements.

Purge inactive warrants and Court orders from files.

Actively support the vision, mission, values and goals of the department and the City.

PERIPHERAL DUTIES:

May serve as acting Records Supervisor in their absence as assigned.

Other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE OF:

• The City’s and department's mission, vision, values and procedures in general and specific procedures and deadlines covering the great variety of paperwork handled in the Records Section

• Applicable laws, codes, regulations, policies and procedures

• Modern office practices, procedures and equipment

• Record keeping procedures

• Basic mathematics including: adding, subtracting, multiplying and dividing

• City organization, operations, policies and objectives

• Interpersonal skills using tact, patience and courtesy

• Communication and procedures codes used in the Kent Police Department Operations.

• The role and responsibilities of police officers.

SKILLED IN:

• Evaluating potentially volatile situations and taking appropriate action

• Correct English usage, grammar, spelling, punctuation and vocabulary

• Communicating clearly, orally and in writing, in a courteous, diplomatic manner to exchange information

• Formatting methods and techniques for a wide variety of word processing documents

• Accurate data entry

• Listening and eliciting complete information from others quickly

• Setting priorities on high volumes of work, perform numerous task assignments simultaneously, coordinate with others to meet strict deadlines

ABILITY TO:

• Cope with numerous interruptions

• Work both independently and cooperatively with others

• Present a positive image of the city's services even when citizens are angry, upset or abusive

• Remain calm in frustrating or upsetting circumstances

• Adhere to strict confidentiality requirements

• Proofread materials for clarity, correctness and compliance with legal standards as appropriate

• Decipher and transcribe foreign accents, dialects, tapes of poor quality, (telephonic and or of extreme emotion (911)

• Work under stress and tight deadlines

• Work in a neat and orderly manner

• Remember and connect important details

• Type proficiently (45 WPM)

• Interpret, apply and explain relevant regulations, policies and procedures

MACHINES, TOOLS AND EQUIPMENT USED:

Requires use of typical business office machinery and equipment including but not limited to computer, telephone, fax, copy machine, calculator, cash register, police radio and other office equipment appropriate to the position.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is:  Frequently required to sit and talk or hear, use hands to finger, handle or feel objects, tools or controls and reach with hands and arms.  Frequently required to rise from a seated position, as well as walk and stand. The employee may occasionally lift and/or move up to 50 pounds with or without assistance.  Specific vision abilities required by this job include close vision, distance vision, depth perception and the ability to adjust focus.

MINIMUM EDUCATION AND EXPERIENCE REQUIRED:

Education:  

Graduation from high school or the equivalent, supplemented by some college level course work or training in clerical work or in a police department environment; and

Experience:

Three (3) year progressively responsible general office experience, including typing, filing and operation of office equipment and dealing effectively with the public. 

Or:             

In place of the above requirements, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill and ability to perform the essential duties and responsibilities listed above.

LICENSES AND OTHER REQUIREMENTS:

• Washington Crime Information Center (WAClC) Certificate within 1 year of employment. 

• Prefer six months experience in a public safety field.

• Must successfully complete a background check according to the City of Kent Police Department guidelines.

• Subject to successful completion of periodic background checks.

WORKING CONDITIONS:

Work is performed in an office environment subject to frequent interruptions by walk-in applicants, employees, telephone calls, and inter-office activities; may be exposed to individuals who are emotional, irrational, irate or hostile; and may be required to travel to different sites to attend meetings.  The noise level in the work environment is usually quiet to moderate.