Job Description

The Records Technician, Police Dept. is responsible for the performance of a wide variety of clerical and communication tasks. Duties include extensive work in data entry and maintaining customer service and providing a wide variety of records in compliance with municipal, state, and federal laws. Records Technicians are in charge of collecting fees and resolving service complaints. Most work will be done on computer, in person, and by telephone communication. Position requires extensive contact with the public. Work is performed under general supervision in accordance with established policies and procedures. Education / higher education: High School Graduate or equivalent Minimum number of years of directly related experience: Two years' experience in an office setting performing customer service/receptionist duties and general clerical duties. Education and/or experience preferences: Experience in records management. Driver's License requirement: Infrequent Driver -- Regular Driver's License Required Endorsements: None Note -- For any driver, driving record must always meet City driving and insurability standards. Required certifications, licenses or registrations: None Preferred certifications, licenses or registrations: None Knowledge: Law enforcement principles, techniques, and equipment as well as City rules, regulations and standards. Basic accounting, clerical and collection techniques. Intermediate computer applications such as Word, spreadsheets, e-mail systems and calendar management system; Skills: Must be able to type rapidly and accurately enough to successfully produce documents/spreadsheets, communicate via e-mail, or perform data entry as necessary to accomplish the essential functions of the position (must be able to pass a typing test with a minimum of 35 words per minute and operate a 10-key). Use of technology, equipment and software typically used in the office environment. Skilled in personal computers, electronic database access, search, edit, retrieval and security systems and word processing software, mainframe processors, printers, faxes, copiers, 10-key, and calculator. This job also requires excellent organizational and interpersonal skills. Computer proficiency MS Office Suite and other software. Abilities: Read and write in English, as well as understanding elementary algebraic concepts. Learn computer applications and systems as needed. Learn the applicable laws, ordinances, and department rules and regulations. Maintain complex records efficiently and accurately and prepare clear and concise reports. Conduct research and basic analysis of special projects. Handle multiple projects and meet deadlines. Interaction with Groups/Agencies/Entities: Works with department supervisors or managers on record retention, withdrawal and destruction procedures. Responds to requests from the general public for public records. Responds to subpoenas from the courts and attorneys for provision of public records. The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

• Provide a high-level data entry, file maintenance and customer service.
• Answers customer service questions both in person and by telephone and directs customers to appropriate staff members for further assistance.
• Follow-up and provide customers with complex records in compliance with state rules and regulation.
• Collect payments for services, fees from customers, as well as approving debit and credit adjustments.
• Provides suggestions to supervisor on departmental rules, regulations, policies and procedures.
• Compile, coordinate, and distribute reports as requested to the appropriate authority for review.
• Maintain a variety of hard copy and electronic records specific to the area of assignment and utilize these records to perform a variety of research activities.
• Assists in the preparation of a variety of reports, such as investigation and reports of similar nature.
• Enters a high volume of confidential police data in a timely and accurate fashion.
• Review reports to discover potential problems and relay findings to the department supervisor for further inspection and resolution.
• Records and files a variety of police reports and ensures that documents are kept in a secure location, filed in a way that is easily searchable and that out-of-date or unneeded records are appropriately captured and destroyed.
• Prepares balancing report and reconciles cash on a daily basis. City of Rio Rancho, NM

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