Police Records Technician - City of Plano, TX : Job Details

SERVE

At the City of Plano, our values make us who we are and guide us as we SERVE our city. As members of Team Plano, our organizational Values (what is most important to us) make up the acronym, SERVE (Stewardship Engaged Respectful Visionary Excellence).

Job Details

WORK HOURS: 7:30 A.M. - 6:00 P.M. (*days off subject to the operational needs of the department)

WORKDAY: 4-10 HOUR SHIFTS

Summary of Duties: Under basic supervision, the Police Records Technician reviews, modifies and completes entry in various systems for the processing and maintenance of various police records and provides internal and external customer service to citizens, City staff, and other external agencies by responding to questions and processing requests for various records.

Distinguishing Characteristics: This is the journey-level classification in the Police Records Technician series that follows diversified procedures and implements processes to accomplish end results, within guidelines and timeframes. Immediate supervision may not always available except from a remote location. This class is distinguished from Police Records Technician, Senior in that the Senior position will have completed initial training and a given period of time-in-service as a Police Records Technician.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS:

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

When Assigned to General Records Operations -

Records Technician duties within the Records Division are assigned daily falling into one of three areas of responsibility within the Division - General Processes, Que Processes and Team Processes. A Records Technician may be assigned duties within any or all these areas during any given shift.

General Processes -

* Depending on location assigned, or continually covers a customer service window.

* Provides customer service to walk-in customers by assisting them with obtaining crash and offense reports, completed background check, or requesting local background checks, receiving open records requests, and collecting various fees related to such services.

* Manages cash drawer to include opening, closing and reconciliation procedures

* Retrieves mail / inter-agency paperwork from various locations within the department, scans and indexes mail / paperwork into records management system. Indexing includes conducting quality control on documents to assess if scanned images meet standards for official document status.

* Answers phone calls and questions from internal and external officers, agencies, investigators, and citizens

Que Processes -

* Reviews various ques each shift to process assigned incident reports that are input into an automated field reporting system (AFR) by Police and Public Safety Officers; then reviews such reports for compliance with local, state and federal rules, policies, procedures, regulations and coding as well as general completeness

* Completes a quality control process on incident reports in the AFR system that were initially processed by other team members to determine if the reports are ready to be forwarded into a records management system (RMS) or minor corrections made or returned to officer supervisors to make corrections.

* The processing of certain types of citations or incident reports are prioritized by the agency and such items must be worked following those priority protocols

* Uploads reports and various supporting documents into various internal and external corresponding computer programs

* Codes and enters required data into the records management system as outlined in local, state and national guidelines

* Researches and pulls data from various internal and external agency digital systems and manually enters such data into RMS as well as other systems

Team Processes -

* Records Technicians may be assigned to one or more of the following Teams - Arrest, Crash, Case, or Uniform Criminal Records (UCR) team

Arrest Team -

* In addition to the above General and Que Processes, is responsible for the following duties

* Processes arrest documentation and DWI paperwork, sending it to Texas Department of Public Safety (DPS) in a timely manner

* Collates information and reviews from jail / arrest system(s) where arrestees were booked placing such information into the correct incident records in the RMS

* Reviews incident / arrest reports ensuring all arrest information is entered accurately

Crash Team -

* In addition to the above General and Que Processes, is responsible for the following duties

* Collates and reviews crash reports from the State of Texas crash records system for entry into the RMS

* Inputs crash data from crash records system and RMS into additional crash analysis system for Traffic Engineering

Case Team -

* In addition to the above General and Que Processes, is responsible for the following duties

* File cases and maintain accurate records of all case-related documents

* Review lab report submissions for accuracy and completeness, ensuring all information is properly documented; notify sworn personnel promptly upon receipt of lab results

* Obtain and process 911 call recordings

* Researches and pulls data from various internal and external agency digital systems and manually enters such data into RMS as well as other systems; must enter data into an external system for the applicable county and/or district attorney

* Requests and obtains physical and digital evidence from the Property and Evidence Division ensuring to maintain positive control for chain of custody purposes

* Scans and/or uploads evidence into the RMS ensuring all evidence is uploaded to the correct incident report/ case

* Verifies that all necessary documentation is compiled and complete before filing each case

UCR Team -

* In addition to the above General and Que Processes, is responsible for the following duties

* Completes internal controls, reviewing and ensuring accurate coding (penal codes, NIBRS, etc.) and entry of reports to meet UCR reporting requirements, to include supplements and investigative notes

* Processes warrants that have been recalled or updated, and other agency arrests for Plano warrants

* Manages and processes orders of non-disclosure appropriately

When Assigned to Alarm Reduction and Permitting Operations -

* Completes a four-legged process to assist with reducing false alarms and to manage permit account activity; these include Completing Cash/Credit Reconciliation, Processing False Alarms, Completing Account Maintenance, and completing Quality Control assurance on accounts; below are the daily activities that support the permit process -

* Processes alarm permit applications submitted online; process includes researching applications to determine duplicate address locations with previous false alarms and/or outstanding fines/fees

* Researches false alarm reports generated from dispatched Police calls for services as well as reports from the Fire Department for fire alarms; determines if the automated calls for service were an actual false alarm based on criteria in city ordinance and whether a fine applies, and if so determines how much the fine is based on a matrix of the number of false alarms within a given period of time

* Completes alarm permit account updates, transfers and cancellations

* Reconciles daily cash and online payments and data entry of account information into the alarm management system

* Takes incoming and makes outgoing phone contacts with customers, alarm permit operators and police supervisors concerning various alarm matters to include debt collection; also provides customer service to in person citizens and businesses

* Collects and opens mail to process correspondence and payments received, mails out daily billing

* Monitors alarm email inbox and responds to citizens, police supervisor inquiries and alarm operators

* Completes specialized projects as assigned by the Division supervisor

Applies In All Assignment Areas -

* Must be available to work weekends, holidays, and potentially at various locations

* Regular and consistent attendance is essential

Marginal Duties:

* Performs other duties as assigned

Typical Decisions: The incumbent must interpret requests, report narratives to determine appropriate coding and routing of information through various reporting systems; must determine work priorities to meet the demands of applicable policies, procedures and applicable laws

Minimum Qualifications:

Knowledge of: Office practices, procedures, equipment, and software, including word processing, spreadsheet, and other software applications; rules of grammar; practices of document preparation; statutes and ordinances regulating the distribution of information and other applicable laws or ordinances

Skill in: Reading and comprehension of reports and narratives; Communicating clearly both verbally and in writing; operating a personal computer; providing professional, effective and tactful customer service; scanning and organizing documents; working independently

Education: High school diploma or GED equivalent

Experience: Six (6) months of previous customer service experience in an office environment

Any work-related experience resulting in acceptable proficiency levels in the above Minimum Qualifications is an acceptable substitute for the above specified education and experience requirements.

Required Licenses, Certifications and Training:

* Criminal Justice Information Systems (CJIS) and Privacy Training must be successfully completed within the first five (5) business days from start of work date; and must be maintained during employment

* Texas Crime Information Center (TCIC) / Texas Law Enforcement Telecommunications System (TLETS) Peace Office Certification must be successfully completed within the first six (6) months of employment date; and must be maintained during employment [NOTE - TCIC/TLETS is NOT required for hire and placement into the Alarm Reduction and Permitting Operations, however, should an employee at any point in time be moved into any of the General Records Operations listed above this requirement will apply.]

* Federal Emergency Management Administration (FEMA) National Incident Management Systems (NIMS-700) and Incident Command System Training (ICS-100) certificates must be successfully completed within the first six (6) months of employment date

* Must have a valid Texas Class C Driver's License prior to employment

* May be required to become a notary public after six (6) months of employment

Conditions of Employment: Must pass a drug test, polygraph, criminal history background check, and social security number verification check; additionally, must pass ongoing periodic CJIS background checks (for positions requiring access into Police buildings and records)

Physical Demands and Working Conditions: This is primarily an office classification although standing in work areas and walking between work areas is required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment; vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees may be required to lift, carry, push, and pull materials and objects weighing up to 25 pounds.

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. The position also requires meeting the essential requirements of the Physical Demands and Working Conditions, with or without reasonable accommodation.

Equal Employment Opportunity

Equal Opportunity Employer - EOE/M/F/V/D

Open positions are subject to close without notice.