Job Description

Posting number: 201905500

Department: |Virgin Islands Police Department- STT|

Job classification: Records Specialist

Posting type: Open

Categories: Records Management

Summary

The Records Specialist works under general supervision, with some latitude for independent action, initiative or decision, performs responsible and difficult clerical, typing, word processing, and data entry tasks. The employee in this position is also responsible for reception an d support by greeting office visitors, answering questions and responding to inquiries and requests regard in g department cases, records, services and contacts. He/she prepares and compiles reports, processes subpoena, citations and case records; in addition to providing telephone coverage, and public information assignments. Records Specialist wil1 be trained in all essential duties but will perform specific duties based on his/her assignments.

Examples of duties

DUTIES (NOT ALL INCLUSIVE):

• Assists the public, employees and other agencies in obtaining information in person or telephone and directs persons to appropriate personnel.
• Reviews, inputs, and processes documents, and responds to requests for documents from various departments and sections.
• Organizes materials according to priority; refers to established procedural guidelines in carrying out assignments.
• Interprets and explains policies, rules and regulations to persons contacting the office.
• Coordinates, and initiates, various levels of administrative support for department program activities to include any of the following: voucher preparation and entry for the billing system; complaints for investigation; and personnel file and employee roster maintenance.
• Files reports and documents and maintains organized and accurate filing system.
• Assists, prepares, and completes correspondences, memorandums, reports and forms as necessary for the department and operates departmental office equipment to include telephones, computers, typewriters, fax machines, photocopiers.
• Maintains and produces police related documents for various reviews; distributes printed copies; updates various police reports; accesses, enters data and updates local, and federal computer databases.
• Processes, maintains, and updates department and interagency records, and the Bureau's Case Management System; writes police reports using standardized report forms; enters and retrieves data using PCs and mainframe computer networks, including local, and national law enforcement resources.
• Responds to non-emergency phone contacts and provides information, referral services, or police assistance; answers a range of calls that include upset, angry, and/or abusive callers; provides assistance to callers who speak little or no English;
• Performs specialized assignments relative to the area assigned to and provides the data requested in order to have a smooth operation of the program.
• Reviews and processes background checks for employment, military, VISA 's, adoptions, Rights of Access, outside agencies and Clearance letters.
• Maintains records of major crime reports and summarized for reporting purposes; purges records that meet retention period guidelines.
• Organizes individual local criminal history by verifying each name entered into the Records Management System (RMS) and attaching it to the proper individual already in the RMS system.
• Meets certified cashiering standards.(Based on Area of Assignment)
• Processes mail requests for offense and crash reports daily; provides daily copies of police reports for other agencies and review responses for quality; completes daily productivity reports.
• Performs other related duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS:

High School diploma or its equivalent supplemented by at least two (2) years of responsible experience in a clerical position, preferably not below the level of a Clerk Typist III or Records Clerk III and/or Data Entry Operator I.

Supplemental information

FACTOR 1 - KNOWLEDGE REQUIRED BY THE POSITION:

• Knowledge of local, and federal regulations affecting work.
• Knowledge of public records and disclosure regulations.
• Knowledge of departmental policies and procedures.
• Knowledge of English usage, spelling, gram mar and punctuation.
• Skill in effectively dealing with the public and other agencies.
• Skill in maintaining complex alpha and numeric filing system.
• Skill in operating standard office equipment including a personal computer and related software.
• Ability to interpret and explain laws, rules and regulations, procedures and policies with regards to the records process.
• Ability to establish and maintain an effective working relationship with the public and all persons during the course of work.
• Ability to communicate both orally and in writing.
• Ability to prepare reports.

FACTOR 2 - SUPERVISORY CONTROLS:

The employee works independently on repetitive duties. Verbal assignments are usually received from the supervisor, who makes periodic checks of the work completed and in progress.

FACTOR 3 – GUIDELINES:

Guidelines used are those set by the department and the Virgin Islands Codes as they relate to the maintenance of records.

FACTOR 4 – COMPLEXITY:

Work is generally repetitive, which requires typing, keeping records, monitoring records, maintaining files, assisting the general public, reviewing documents for compliance and preparing monthly reports on all the above. The employee must pay attention to details, so that as information is provided it is correctly captured.

FACTOR 5 - SCOPE AND EFFECT:

The purpose of this work is to maintain proper control of pol ice records making sure that all pertinent documents are safely filed and inputted in the Record Management System and to provide the general public with the assistant they may require relative to records. It also entails monitoring and reviewing documents that are submitted for traffic or background checks.

FACTOR 6 - PERSONAL CONTACTS:

Contacts are made with customers, employers, federal and local government agencies. These contacts are made in person, by mail, via facsimile and/or telephone.

FACTOR 7 - PURPOSE OF CONTACTS:

Purpose of contacts is to gather information from authorized personnel and/or state agencies and maintain updated records as well as to assist the public.

FACTOR 8 - PHYSICAL DEMANDS:

There is frequent need to sit, talk or listen attentively, use hands and fingers, and perform other similar actions during the course of the workday.

FACTOR 9 - WORK ENVIRONMENT:

Work is generally performed in an office setting with the appropriate tools to perform the activities.