Job Description

Posting number: 202600138

Department: Police

Job classification: Police Records Technician

Posting type: Open

Categories: Law Enforcement, Public Records

Examples of duties

1. Records Management. Properly triage reports and work assignments. Organize, file and maintain confidential records, both physical and electronic. Adhere to retention guidelines and security policies. Provide court testimony as required.

2. Phone Reports. Monitor non-emergency phone queues. Initiate contact with complainants. Accurately identify the offense and gather detailed information regarding non-emergency incidents and property crimes. Compile information in a formal police report.

3. Online Police Reports. Approve or reject reports appropriately based on policy. Initiate contact with complainants to obtain additional information or clarify intent. Create Calls for Service accordingly and communicate with Metro Communications regarding situations requiring dispatch.

4. Quality Control. Examine and verify data for completeness, accuracy, and adherence to established policies. Reconcile discrepancies. Create and update individual criminal history jackets. Approve and reject accident reports according to state guidelines. Electronically submit reports to the SD State Repository in accordance with South Dakota Codified Law. Notarize documents according to the standards set forth by the South Dakota Notary Public Commission.

5. Report and Data Entry. Input, maintain and update information into law enforcement records management systems (RMS) and applicable databases. Verify and update case data according to FBI Incident Based Reporting (IBR) requirements. Interpret requests and accurately process court ordered seals.

6. Transcription. Accurately triage and transcribe dictation of case reports, supplement reports and information reports.

7. Information Dissemination. Receive and analyze requests and inquiries regarding criminal records information. Review and comply with court orders. Draft professional correspondence. Accurately calculate payments and prepare documents for imaging and release.

8. Licensing. Receive and process licensing applications and permits. Conduct background checks and ensure compliance with all applicable laws and policies. Make recommendations for denials, according to City Ordinance requirements.

9. Revenue. Monitor and maintain money collected for records related fees. Reconcile daily receipts and prepare reports for submittal to departmental accounting.

10. Administrative Support. Assist customers, external agency partners, and members of law enforcement as needed. Perform general office related responsibilities, including processing departmental mail, tracking subpoenas, and operating various office equipment.

11. Perform other such duties and functions as are necessary or incidental to the proper performance of this position.

Qualifications

Graduation from high school or GED certification supplemented by experience or training in clerical functions, including typing and data entry skills, and computer skills related to document imaging processing; or any such combination of education, experience, and training as may be acceptable to the hiring authority.

Qualify for notary public license as required.

Obtain Criminal Justice Information Systems (CJIS) and National Crime Information Certification (NCIC) certification within 180 days of hire.

Must be willing to work weekends, evenings, holidays, and overtime as required.

Supplemental information

• Ability to maintain a high degree of confidentiality regarding sensitive and private information.

• Knowledge and technical proficiency with data entry, computer applications, and general office equipment.

• Ability to learn and become proficient with specialized law enforcement software and databases.

• Ability to work with others professionally and positively represent the Sioux Falls Police Department and City of Sioux Falls.

• Ability to make situational judgements, maintain composure, and tactfully handle stressful situations and individuals.

• Possess strong interpersonal, oral, and written communication skills.

• Ability to competently interact with the public, conduct interviews, and write reports.

• Ability to establish and maintain effective working relationships.

• Ability to properly prioritize a large number of user requests, meet deadlines, and perform in a multitasking environment, including the ability to handle numerous phone calls and inquiries..

• Ability to take initiative and perform work independently with minimal supervision.

• Ability to handle and process sensitive information or material that may be obscene, vulgar, or graphic in nature.

• Knowledge of proper business English, including spelling, grammar, and punctuation.

• Ability to interpret and apply state law, ordinances, resolutions, and policies.