Job Description

Police Records Technician

Performs responsible and specialized clerical work in the Police Department, including record keeping, assisting officers remotely with research and interviews on police-related incidents, assisting the public, and related work as required. Work is performed under the moderate supervision of the Division Commander. Police Records Technicians work a variety of shifts and days of the week.

The following duties are those considered most essential to the position. This does not preclude the delegation of other duties considered as necessary by management to successfully complete an assignment or project.

• Acts as receptionist; routes calls; greets visitors; ascertains nature of business; provides information within framework of established policies and procedures, or directs callers to appropriate authority for disposition. May receive and record certain reports from the public.
• Assists the public in obtaining copies of reports and other public documents.
• Accepts payment and issues receipts for copies of accident and incident reports, fingerprinting fees, and other payments as needed.
• Assists with receiving, verifying, and processing a variety of orders including criminal subpoenas, restraining orders, warrants and other related documents.
• Performs data entry of various reports such as incident, traffic accident, arrests, citations, field investigations, and calls for service in the agency's Records Management System (RMS).
• Responsible for checking MFR (Mobile Field Reporting) reports for completeness, accuracy, and coding as a final review before accepting into RMS.
• Performs name candidating (matching and de-duplicating records) in MFR to maintain the integrity of the master names index file in RMS.
• Codes and enters reports into local, state, and national automated systems in compliance with DCI/UCR requirements; prepares and submits related reports to the Division of Criminal Information.
• Provides fingerprinting services to the public.
• Monitors town traffic cameras.
• Maintains radio contact with patrol officers and other police personnel as needed.
• Assists officers by handling non-investigative reports or adding supplemental information on existing reports; enters investigative crime reports.
• Properly handles, tags and stores found property and evidence received at the front desk.
• Researches or enters information such as criminal histories, stolen property, firearms, and missing persons in various computer systems.
• Receives and processes information from public via telephone and/or personal contact for written documentation of non-emergency police related matters or police investigative purposes.
• Conducts interviews with citizens, victims and witnesses; analyzes information; prepares and maintains extensive file notes and statements as needed.
• Conducts background research on assigned cases.
• Coordinates with other agencies, such as utilities departments, to assist in responding to emergency calls.
• Efficiently and accurately operates standard office machines and software programs, including copy machine and programs associated with the police records system.
• Enters data into relevant software systems accurately and in a timely manner.
• Handles confidential or sensitive information in an appropriate manner with the public and other agencies as appropriate.
• Composes and edits a variety of correspondence, reports, memoranda, and other material related to position responsibilities; checks for accuracy in spelling, punctuation, grammar, and errors or omissions; proofreads final draft of materials prior to dissemination.
• Maintains records and systems in compliance with record retention requirements for court orders and state or federal statutes.
• May receive initial media inquiries; provides information to media as determined by department policy; provides information on special department activities; directs requests for interviews to appropriate personnel.

Performs other duties as assigned.

General knowledge of modern police procedures and record keeping requirements; general knowledge of the classification of criminal offenses and terminology; the general criminal justice system and its basic proceedings; general knowledge of and ability to understand standard office practices, procedures, equipment and clerical techniques; general knowledge of business English, spelling and arithmetic; general knowledge of town and departmental programs, policies and terminology; general knowledge of research methods and techniques and the ability to collect organize and analyze data; ability to type and transcribe dictation accurately at a reasonable rate of speed; ability to file and retrieve critical information; ability to exercise sound judgment and provide accurate information; ability to establish and maintain exceptional customer service skills to deal courteously and effectively with the coworkers, managers, and the general public; ability to operate a variety of office and computer equipment and systems to produce documents and correspondence; ability to understand and follow oral and written instructions; ability to communicate effectively both verbally and in writing; ability to prepare clear and concise reports. High school diploma or GED and considerable work experience in police records data entry with extensive knowledge of department's Records Management System. Or a combination of training and experience that provides the required knowledge, abilities, and skills to complete the essential functions and job responsibilities of this position.

Possession of an appropriate driver's license valid in the State of North Carolina. Must obtain and maintain North Carolina SBI/DCI Certification within 120 days of employment.

This position's physical requirements involve sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities may be required: balancing, crouching, feeling, fingering, grasping, handling, hearing, kneeling, lifting, manual dexterity, mental acuity, pushing, reaching, repetitive motion, speaking, talking, visual acuity, and/or walking. Work has no exposure to environmental conditions. Work is generally in a moderately noisy location (e.g. business office with computer printers, light traffic). The Town of Huntersville is committed to providing equal opportunities to applicants and employees without regard to race, color, age, sex (including pregnancy, gender identity and sexual orientation), gender, national origin, religion, disability, military service or veteran status, genetic information or any other classification protected by applicable Federal, State, and local laws and ordinances. In compliance with the Americans with Disabilities Act, the Town of Huntersville will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with Human Resources staff.

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