Police Security and Records

Essential Duties & Tasks

• Answers telephone calls and secures information from a wide variety of individuals; provides routine answers and information based on the type of request; takes messages; refers non-routine or complex calls to appropriate personnel to respond.
• Serves as receptionist for the department; greets visitors at the office and provides information or directs them to others for assistance; uses radio to communicate with police officers to secure or provide the necessary information or request.
• Receives, screens, and routes documents and other materials to the appropriate individuals.
• Enters correct information onto forms, form letters, spreadsheets, and databases as necessary to fit varying situations; inputs data and information into the computer; makes copies of forms, documents, correspondence, or other records for files.
• Validates incident and accident reports; performs quality control on all incident reports; compiles IBR reports and sends them to the state; sends any accident reports with damage of $1000 or more to the DMV; tracks papers served and citations written with the Clerk of Court weekly; files law enforcement reports; provides copies to the public; keeps business contact information up to date.
• Administers user accounts, identifications, and passwords for new staff and removes exiting staff from a variety of specialized law enforcement software programs, including EWarrant, Brazos, RMS, and related programs.
• Serves as a DCI operator responsible for managing entries and responses to the DCI system during work hours; backs up other DCI operators during lunch and breaks; fills in for absent DCI operators on shifts; receives routine and emergency telephone calls and personal requests for assistance concerning crimes, accidents, or general information; and transfers calls to communications or officers.
• Serves as Terminal Agency Coordinator or Assistant Terminal Agency Coordinator for the DCI system; coordinates re-certifications and administers tests for modules; validates files for wanted persons and stolen property; conducts research to determine if persons have been found or stolen property returned; makes sure the DCI service agreement is active.
• Maintains a variety of records and reports, including police logs, often in specialized software; maintains warrant and subpoena files, etc.
• Maintains sensitive activity records and files; initiates appropriate follow-up or further action based on the status of program activity.
• Operates copy machine, fax machine, and other office equipment; assists others with operations; verifies faxed materials were received by recipients.

Additional Job Duties

• Backs up other staff as needed
• Performs other related duties as required

• Considerable knowledge of onsite administration of a wide variety of specialized public safety technology, including RMS, DCI, E Warrant, E Citation, Brazos, and related programs, including the ability to set up user IDs and passwords and train and certify users.
• Considerable knowledge of office technology, including spreadsheets, word processing, databases, and related software.
• Considerable knowledge of NIBRS requirements, DCI operations, and requirements of the TAC.
• Considerable knowledge of the functions, practices, and procedures of public safety operations.
• Knowledge of the laws, regulations, confidentiality, and policies and procedures required in evidence handling and documentation, including chain of custody requirements.
• Knowledge of the physical layout of the town.
• Knowledge of state records retention laws and regulations.
• Skill in public contact, internal and external customer service excellence, tact, collaborative conflict resolution, teamwork, and multitasking.
• Ability to train and mentor other staff.
• Ability to enter data accurately and proof incident reports and other records and reports to ensure accuracy.
• Ability to accurately receive and clearly communicate information to supervisors, communications, and other staff.
• Ability to assess people and situations, to apply sound judgment, to remain calm under stressful conditions, and to elicit sufficient and essential information for dispatching and assisting field personnel.
• Ability to organize work for efficient and effective processing, set and follow effective work priorities, and meet established deadlines.
• Ability to work simultaneously on different calls with different agencies and staff.
• Ability to speak clearly and distinctly.
• Ability to set and follow effective work priorities and meet established deadlines.
• Ability to maintain accurate and complete work activity records and files, including operating computer terminals.
• Ability to maintain confidential information.
• Ability to be tactful and courteous in communicating information to customers and citizens.
• Ability to use judgment in organizing and establishing priorities and work assigned.

Physical Requirements

• Must be able to physically perform the basic life operational functions of stooping, reaching, lifting, fingering, grasping, talking, and hearing.
• Must be able to perform light work exerting up to 20 pounds of force occasionally; up to 10 pounds of force frequently; and a negligible amount of force constantly to move objects.
• Must possess the visual acuity to operate computer equipment and maintain and review manual written records.

Desirable Experience and Education

• An associates degree from an accredited institute, with coursework in office, technology, criminal justice or comparable area's of study, and considerable experience with public safety records management.
• DCI including public contact experience; or equivalent experience.

Special Requirement

• Complete a background investigation prior to hiring, which will include a criminal history check.
• Certification by the State of North Carolina as a DCI Operator in modules required by the Police Department.
• May require Notary Public.
• May require driver’s license.
• Required to maintain confidential records and adhere to a confidentiality agreement.