Police Records Technician

Final Day To Apply:

It's fun and rewarding to work for the City of Steamboat Springs!  Our employees are passionate and proud to serve our community with excellence and distinction.  Our teams are awesome, and we are committed to our community and the very special place that is Steamboat Springs, Colorado! 

Job Description:

When joining the City of Steamboat Springs, you can expect to work for an organization with:

• A team that strives to make this the best place you’ve ever worked!

• A focus on supporting our employees’ mental, physical, and financial well-being

• A commitment to diversity, equity, and inclusion that creates a welcoming city 

• A highly engaged workforce proudly serving our community with excellence and distinction

• A passion for strategically providing outstanding municipal services

• A promise to each other to support the work we all do for the city, community & Yampa Valley

Uniqueness Fuels Our Innovative Spirit
Our commitment to inclusion across race, gender, age, religion, identity and experiences drives us forward every day. It's the collective sum of our experiences that makes Steamboat Springs and the Yampa Valley a powerful, insightful and welcoming community.  
 

The City of Steamboat Springs is hiring a Police Records Technician to join their team!

Pay Range: $25.58 - 37.09

GENERAL PURPOSE

Police Records Technicians handle concise technical information and criminal justice requests requiring confidentiality. Performs a variety of tasks in the Records and reception area of the Police Department such as: Maintain highly complex, technical, specialized and sensitive police records, audit state and national databases (NIBRS), create monthly reports and make adjustments to agency records as statutorily required by law and requiring considerable subject knowledge, Performs time sensitive technical work within state and national crime computer systems and ensures compliance with Colorado Open Records Act, extracts information from police reports and enters data for crime analysis; enters and retrieves information from computer databases; assists citizens at the front desk and through telephone and email contact; accepts crime and accident reports; provides general information; maintains criminal justice records files; types correspondence; process payments, and collect fees. 

SUPERVISION RECEIVED

Works under the direct supervision of the Police Records Supervisor.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Serves as an ambassador of the City of Steamboat Springs and upholds City values of Service, Teamwork, Integrity, Well-being, Respect and Compassion, while espousing safety at all times.

Ability to follow specific procedures and use independent judgment to obtain necessary information efficiently and accurately from written copy, verbal instruction, various documentation and reports on specialized forms and formats using data retrieved to create, maintain and audit records.

Receives and reviews large volumes of criminal justice records, performs quality assurance review of and extracts necessary information from these reports required for appropriate computer entries into the records management system.  Reviews all citations for valid court dates, times and offenses. Generates a variety of law enforcement management system reports.

Translates and interprets statutes and codes data according to National Incident Based Reporting System (NIBRS) into secondary database for reporting and statistical accuracy.

Records technicians are responsible for the creation, review, filing, storage, retention, release, distribution, and destruction of police records. They work closely with officers, dispatchers, police administration, courts and the public.

Ensures accuracy of all data input by other law enforcement staff and CIJIS court personnel into various systems. Accesses criminal history and court proceeding records to resolve data discrepancies.

Disseminates case information and evidentiary items to DA’s office, municipal and county/district courts, DMV and other law enforcement entities with appropriate tracking for chain of custody and use of electronic evidence platforms.

Keeps up-to-date on all records release, criminal justice records, and juvenile code laws.  Maintains a Colorado Certified Records Network (CCRN) certification.

Operates CCIS and NCIC criminal data information systems with specific entry requirements for Sex Offender Registrations and Warrants. Performs warrant modifications and cancellations for municipal and county/district courts.

Conducts extensive research analysis and compiles documentation in specific areas such as records checks. Perform checks within statutory timeframes.

Maintains working knowledge of multiple legacy data systems for accurate and timely data extraction.

Responsible for the timely and accurate sealing of criminal justice records per Court order. Assists in the retention schedule process of criminal justice records.

Processes requests for report copies and SSPD incidents contacts from public and other law enforcement agencies using Colorado Open Records Act (CORA) rules.

Processes lab results from Colorado Bureau of Investigation (CBI); Processes blood test results from Colorado Department of Public Health & Environment (CDPHE).

Provides on-the-job instruction and training to personnel assigned to the Records Division and Patrol about Records procedures and department standards. Conducts effective one-on-one or group presentations and trainings as required for police department staff. Assists with the creation and maintenance of the Records Division Policy and Procedure manual by initiating, suggesting, revising, and implementing procedural changes to accommodate the needs of the department.

Represents the SSPD and Records Division at a variety of meetings, which may include overnight travel to conferences and trainings conducted by State and National organizations as required and/or assigned including the state Board of Working Advisors (BWA) and serving as Alternate CCIC Coordinator.

May be required to perform Fingerprinting services for criminal justice purposes.

May be required to obtain notary certification in order to serve as department notary for criminal justice documents.

Receives requests from officers for special or specific information; follows up with appropriate information and relays the same back to the officer.

Accepts, receives, records, handles, and deposits payment of fees collected.  Enters data into the City’s financial software systems Express Bill Pay and Caselle. Runs daily reports from this system.

Performs other tasks as assigned.

PERIPHERAL DUTIES

Provides backup/coverage for all duties required of the SSPD Front Desk including: receives incoming calls; accepts, receives, records and handles payment of fees; enters data into City’s financial software systems; runs daily financial reports.

Handles all incoming and outgoing mail for Police Services.

DESIRED MINIMUM QUALIFICATIONS

General:

• Must be 18 years or older at the time of employment.

• Must possess, or be able to obtain by time of hire, a valid State driver's license without record of suspension or revocation in any State.

• No felony convictions or disqualifying criminal histories within the past seven years.

• Must be able to read and write the English language.

Education and Experience:

• High school diploma or GED equivalent (two-year degree preferred); and

• Five years of general office, communications, or records management experience, or

• An equivalent combination of education and experience.

• Ability to complete various trainings within the first year of employment to obtain required certifications (CORA, CCIC/NCIC access, Colorado Certified Records Technician) in addition to NIBRS and Sex Offender Registration when offered by CBI.

Necessary Knowledge, Skills and Abilities:

• Must be able to maintain sensitive and confidential information on a daily basis.

• Ability to learn, understand, and interpret a variety of legal requirements including the Colorado Open Records Act (Title 24, Article 72, Part 2), Criminal Justice Records Act (Title 24, Article 72, Part 3), Children's Code Records and Information Act (Title 19, Article 1, Part 3); and other Colorado Revised Statutes. 

• Ability to learn the basic functions, terminology, services, and principles and practices of law enforcement work.  

• Skill in the operation of most of the tools and equipment listed below.

• Understanding and willingness to interact with defendants, victims and witnesses.

• Ability to learn the applicable laws, ordinances, and department rules and regulations; Ability to communicate effectively orally and in writing; Ability to establish and maintain effective working relationships with subordinates, peers and supervisors; Ability to follow verbal and written instructions; Ability to learn the City's geography.

• Ability to build positive communication and rapport with other team members both within the immediate work group, the division, the department and across all other departments and community partners.

TOOLS AND EQUIPMENT USED

Personal and/or network computer, including records management software, court system software, Windows, MS Office (Word, Excel, Access & PowerPoint), specialized software, CCIC/NCIC computer, phone, calculator, fax machine, copy machine, scanner, and fingerprint machine..

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. The employee is occasionally required to stand; walk; use hands to finger, handle, or operate objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.

The employee must occasionally lift and/or move more than 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Records Technicians must be able to perform under stringent productivity timelines, with multiple interruptions and interact with victims, witnesses and suspects. Must be detail oriented with attention to accuracy. Must be able to multitask with frequent interruptions and possess the ability to work under pressure, with unusual project demands, and changing priorities.

Technicians are the first point of contact for non-emergency telephone calls and walk-in traffic for Police Services.  Always provides exceptional customer service and determine the appropriate course of action utilizing professional communication skills with citizens or customers who may be angry or upset. Ability to appropriately communicate declination of records requests based on relative laws.

Records Technicians perform 90% of their work at a computer workstation, in an indoor office setting which is subject to continuous interruptions and background noises. The noise level in the work environment is moderately to highly noisy.

APPLICATION GUIDELINES

Formal application, rating of education and experience; written test, public speaking, oral interview, extensive background check, and reference check; other job-related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Steamboat Springs is an equal opportunity employer.

If you like serving in a role that will directly and positively impact our great community, you'll enjoy your career with us!

Pay Range:

Offers will be negotiated based on each candidate's qualifications.

Merit:
This role is eligible for merit within our pay-for-performance philosophy via our annual performance review process.  Hires after September 1st will take the next year's compensation data into account but would not be eligible for merit until the following year.

Benefits:
Full-time roles are eligible for our comprehensive benefits program which includes medical, dental, and vision coverage options as well as other program offerings such as our Employee Assistance Program and more. You may also contribute to our 401(a) plan that includes a company match.  Seasonal roles are not eligible for medical, dental, and vision coverage, but have benefits such as Paid Sick Leave, Ski and Skate Pass, Employee Assistance Program, etc.