Police Records Specialist
City of Raleigh North Carolina, Raleigh, NC, United States
This is moderately, difficult, non-sworn work within the Records Unit of the Administrative Services Division in the Police Department.
Under general supervision, perform a variety of specialized tasks related to the efficient maintenance of a complex recordkeeping system in accordance with federal, state, and local laws. Work involves the maintenance, retention, and retrieval of Police Department records. Perform data entry and import functions in various computer system applications to create or update existing records that are electronically stored, retrieved, and disseminated in accordance with federal, state, and local laws, and internal policies.
Perform daily system and data audits to identify errors and to ensure police reports and records are accurate and complete. Respond to requests from internal customers and the public via telephone, mail, e-mail, fax and in-person inquiries for information and reports related citations, arrests, traffic accidents, and police operations. Provide support and operational coverage to internal divisions as requested. Perform office and clerical duties related to equipment maintenance, filing, shredding, copying, faxing, etc. as required.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
Key Responsibilities
Performs complex recordkeeping and specialized tasks related to police information and activities through automated and manual systems to manage the organization, tracking, retrieval, release, and archival functions of public and confidential police records according to federal, state, and local laws and internal policies
Archives and disposes of departmental records as mandated by the North Carolina Records Retention Manual; uploads, manages, and maintains the data related to traffic accident reports on the public RPD Police Wreck Report website daily
Utilizes various complex computer software applications and database management systems (i.e., KOPS, Chiefs, eCitations RMS, eCrash, CAD) to enter data and import police reports and records involving citations, DWIs, arrests, traffic accidents on a daily basis and according to strict departmental guidelines for the compilation of departmental statistical and informational reports
Uses effective customer service, communication skills (oral and written), and judgment to research and respond to telephone, mail, and in-person requests for information, direction, or reports pertaining to Calls for Service, access to law enforcement investigations reports, arrests, citations, DWIs, traffic reports, press copies, etc
Analyzes and reviews in detail all police reports related to traffic accidents and offenses for errors or discrepancies. When possible, immediately corrects errors; otherwise, provides officers with an explanation of the nature and impact of the errors and assists officers with making necessary corrections. Utilizes the records management systems and Microsoft Office software applications. Documents and tracks errors and missing reports daily and disseminates a weekly report to internal staff and management
Liaises between the IT unit, Crime Analyst, and officers to ensure the accuracy and integrity of the Records Management systems with regard to functionality and imported data of law enforcement information. Identifies and communicates records management systems and report errors to the appropriate internal contact and assists with resolution
Interacts with external agency representatives such as the Department of Corrections, Wake County Department of Human Services, Wake County Courts, Wake County District Attorney’s Office, Division of Motor Vehicles, City of Raleigh Transportation Operations Division, etc., to exchange information and provide required documentation regarding citations, DWIs, arrests, traffic accidents, and statistical data
Reviews DWI Affidavits and Revocation Reports before submitting to the DMV for accuracy. Reviews rights forms and Intoxilyzer EC/IR-II test records for accuracy from officers and chemical analysts
Responds to media requests for public records properly and refers to the appropriate personnel in the Chief’s office regarding high-profile cases or press releases
Expunges criminal records in accordance with the Petition and Order of Expunction issued by the Wake County Clerk of Courts.
Maintains Officer’s Sealed Notes, checking station authorizations, consent to search forms
Generates and disseminates a weekly Missing Offense Error List crime report, a weekly mixed Numbers Error List report and a weekly Accident Error List report
Performs other related work as required
Education and Experience High School diploma or G.E.D. equivalency; less than 1 year experience in clerical support, data entry, customer service, or related field.
OR any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted.
Knowledge of
Raleigh Police Department policies and procedures
Basic record-keeping procedures based on numerical and alphabetical filing systems
Structure and content of the English language to include spelling, grammar and rules of composition; and, Spanish as it relates to bilingual specialists
Customer service principles and practices
Standard administrative procedures and use of general office equipment
Skill in
The operation of standard office equipment, microfilm reader, scanner, copier, fax machine, etc.
Oral and written communication
Operation of a filing, records management system
Typing and data entry
Ability to
Learn and utilize the department record management system, as well as, other computer software programs.
Type and perform necessary data entry within complex database systems
Establish and maintain an effective working relationship with elected city officials, supervisors, police officers, other departmental employees, external agency representatives, and the public through the use of effective interpersonal and communication skills
Effectively communicate including oral or written expression and comprehension to elicit, convey, and/or understand information, instructions, and/or directions
Use good judgment and make sound decisions in the execution of job duties
Interpret and abide by established policies, standard operating procedures, regulations, laws, and other directives that govern daily activities within the Records Unit and Police Department
Multi-task, organize and prioritize workload to meet unit and departmental deadlines and goals
Lift, pull, push, and/or carry boxes that may weigh more than 20 pounds
ADA and Other Requirements Work Environment and Physical Effort: Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.
Work Environment: Work is typically performed in an office or similar indoor environment. Employees will occasionally work in an outdoor environment.
Work Exposures: Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to individuals who are hostile or irate.
City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.
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Under general supervision, perform a variety of specialized tasks related to the efficient maintenance of a complex recordkeeping system in accordance with federal, state, and local laws. Work involves the maintenance, retention, and retrieval of Police Department records. Perform data entry and import functions in various computer system applications to create or update existing records that are electronically stored, retrieved, and disseminated in accordance with federal, state, and local laws, and internal policies.
Perform daily system and data audits to identify errors and to ensure police reports and records are accurate and complete. Respond to requests from internal customers and the public via telephone, mail, e-mail, fax and in-person inquiries for information and reports related citations, arrests, traffic accidents, and police operations. Provide support and operational coverage to internal divisions as requested. Perform office and clerical duties related to equipment maintenance, filing, shredding, copying, faxing, etc. as required.
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
Key Responsibilities
Performs complex recordkeeping and specialized tasks related to police information and activities through automated and manual systems to manage the organization, tracking, retrieval, release, and archival functions of public and confidential police records according to federal, state, and local laws and internal policies
Archives and disposes of departmental records as mandated by the North Carolina Records Retention Manual; uploads, manages, and maintains the data related to traffic accident reports on the public RPD Police Wreck Report website daily
Utilizes various complex computer software applications and database management systems (i.e., KOPS, Chiefs, eCitations RMS, eCrash, CAD) to enter data and import police reports and records involving citations, DWIs, arrests, traffic accidents on a daily basis and according to strict departmental guidelines for the compilation of departmental statistical and informational reports
Uses effective customer service, communication skills (oral and written), and judgment to research and respond to telephone, mail, and in-person requests for information, direction, or reports pertaining to Calls for Service, access to law enforcement investigations reports, arrests, citations, DWIs, traffic reports, press copies, etc
Analyzes and reviews in detail all police reports related to traffic accidents and offenses for errors or discrepancies. When possible, immediately corrects errors; otherwise, provides officers with an explanation of the nature and impact of the errors and assists officers with making necessary corrections. Utilizes the records management systems and Microsoft Office software applications. Documents and tracks errors and missing reports daily and disseminates a weekly report to internal staff and management
Liaises between the IT unit, Crime Analyst, and officers to ensure the accuracy and integrity of the Records Management systems with regard to functionality and imported data of law enforcement information. Identifies and communicates records management systems and report errors to the appropriate internal contact and assists with resolution
Interacts with external agency representatives such as the Department of Corrections, Wake County Department of Human Services, Wake County Courts, Wake County District Attorney’s Office, Division of Motor Vehicles, City of Raleigh Transportation Operations Division, etc., to exchange information and provide required documentation regarding citations, DWIs, arrests, traffic accidents, and statistical data
Reviews DWI Affidavits and Revocation Reports before submitting to the DMV for accuracy. Reviews rights forms and Intoxilyzer EC/IR-II test records for accuracy from officers and chemical analysts
Responds to media requests for public records properly and refers to the appropriate personnel in the Chief’s office regarding high-profile cases or press releases
Expunges criminal records in accordance with the Petition and Order of Expunction issued by the Wake County Clerk of Courts.
Maintains Officer’s Sealed Notes, checking station authorizations, consent to search forms
Generates and disseminates a weekly Missing Offense Error List crime report, a weekly mixed Numbers Error List report and a weekly Accident Error List report
Performs other related work as required
Education and Experience High School diploma or G.E.D. equivalency; less than 1 year experience in clerical support, data entry, customer service, or related field.
OR any equivalent combination of training and/or experience that provides the required knowledge, skills and abilities may be substituted.
Knowledge of
Raleigh Police Department policies and procedures
Basic record-keeping procedures based on numerical and alphabetical filing systems
Structure and content of the English language to include spelling, grammar and rules of composition; and, Spanish as it relates to bilingual specialists
Customer service principles and practices
Standard administrative procedures and use of general office equipment
Skill in
The operation of standard office equipment, microfilm reader, scanner, copier, fax machine, etc.
Oral and written communication
Operation of a filing, records management system
Typing and data entry
Ability to
Learn and utilize the department record management system, as well as, other computer software programs.
Type and perform necessary data entry within complex database systems
Establish and maintain an effective working relationship with elected city officials, supervisors, police officers, other departmental employees, external agency representatives, and the public through the use of effective interpersonal and communication skills
Effectively communicate including oral or written expression and comprehension to elicit, convey, and/or understand information, instructions, and/or directions
Use good judgment and make sound decisions in the execution of job duties
Interpret and abide by established policies, standard operating procedures, regulations, laws, and other directives that govern daily activities within the Records Unit and Police Department
Multi-task, organize and prioritize workload to meet unit and departmental deadlines and goals
Lift, pull, push, and/or carry boxes that may weigh more than 20 pounds
ADA and Other Requirements Work Environment and Physical Effort: Sedentary: Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body.
Work Environment: Work is typically performed in an office or similar indoor environment. Employees will occasionally work in an outdoor environment.
Work Exposures: Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to individuals who are hostile or irate.
City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.
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