Job Information
City of Mount Vernon Police Records Specialist in Mount Vernon, Washington
SUMMARY
Under supervision of the Records Manager, the Police Records Specialist provides support of the Operations Bureau and ensures timely and accurate entry, retrieval, and dissemination of Police Records. This position processes the public's request for information and assists other agencies in obtaining necessary records in a timely and accurate manner.
ESSENTIAL FUNCTIONS -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
- Receives, responds to, and processes emails for the Records Department; routes requests to appropriate locations; processes police reports to include numbering, transcribing, and filing; communicates with the public in person and by phone.
- Creates and enters data in electronic files for the following: protection orders, accident reports, witness statements, infractions, criminal citations/referrals, NIBRS, medical release forms, approvals, trespass notice, various vehicle reports, property, and posting of disposition information from courts.
- Enters and/or modifies protection orders received from courts; prepares order for service as required; receives service paperwork and updates service; sends return of service to appropriate court; terminates orders and clears from software system.
- Receives, watermarks, and file attaches warrant recalls received from courts via email; enters, updates, or deletes warrants in software programs.
- Receives Concealed Pistol License Applications and Firearms Dealer Licenses over the counter and through designated software; performs background; determines applicants eligibility based on outlined policy and regulations; issues or denies license.
- Receives and reviews public or other agency requests for the release of police records; performs necessary redactions depending on requestor's eligibility; updates software to reflect what was released, time spent, and document search efforts; sends closure letter.
- Compiles, reviews, analyzes and redacts complex digital media for body worn cameras, and other digital media for future litigation, prosecution and public disclosure.
- Maintains computer files and physical files of police incidents; creates and maintains new records-related systems as required by law; maintains impounded property files.
- Handles incoming cash from sources such as insurance companies and citizens; may prepare deposits for accounting and balances books according to procedures.
- Provides coverage to the receptionist as needed; greets the public and responds to requests for service; answers and routes telephone calls; screens visitors; copy reports and documents.
- Performs purging and validation functions for various cases and files of information as required.
- Performs related duties as assigned.