About the position
The City of Raleigh is seeking a dedicated Police Records Specialist to join the Records Unit of the Administrative Services Division within the Police Department. This position involves moderately difficult, non-sworn work that requires a keen attention to detail and a commitment to maintaining the integrity of police records. Under general supervision, the Police Records Specialist will perform a variety of specialized tasks that are essential for the efficient maintenance of a complex recordkeeping system, ensuring compliance with federal, state, and local laws. The role is pivotal in managing the organization, tracking, retrieval, release, and archival functions of both public and confidential police records, adhering to strict departmental guidelines. The responsibilities of the Police Records Specialist include performing complex recordkeeping tasks and utilizing both automated and manual systems to manage police information. This includes the archiving and disposal of departmental records in accordance with the North Carolina Records Retention Manual. The specialist will be required to utilize various complex computer software applications and database management systems, such as KOPS, Chiefs, eCitations RMS, eCrash, and CAD, to enter data and import police reports and records related to citations, DWIs, arrests, and traffic accidents. Daily tasks will also involve responding to requests for information from the public and other agencies, analyzing police reports for errors, and liaising with various internal and external stakeholders to ensure the accuracy and integrity of records management systems. In addition to these responsibilities, the Police Records Specialist will be tasked with generating and disseminating various error reports, maintaining officer's sealed notes, and expunging criminal records as mandated. The role requires effective communication skills, both oral and written, to interact with the public and respond to media requests for public records. The ideal candidate will possess a strong understanding of Raleigh Police Department policies and procedures, as well as basic record-keeping practices, and will be able to work effectively in a fast-paced office environment.
Responsibilities
- Perform complex recordkeeping and specialized tasks related to police information and activities through automated and manual systems.
- Archive and dispose of departmental records according to the North Carolina Records Retention Manual.
- Utilize various complex computer software applications and database management systems to enter data and import police reports and records.
- Research and respond to telephone, mail, and in-person requests for information, direction, or reports.
- Analyze and review police reports for errors or discrepancies and assist officers with corrections.
- Document and track errors and missing reports daily and disseminate a weekly report to internal staff and management.
- Liaise between the IT unit, Crime Analyst, and officers to ensure the accuracy and integrity of the Records Management systems.
- Identify and communicate records management systems and report errors to the appropriate internal contact.
- Upload, manage, and maintain data related to traffic accident reports on the public RPD Police Wreck Report website.
- Interact with external agency representatives to exchange information and provide required documentation regarding citations, DWIs, arrests, and traffic accidents.
- Review DWI Affidavits and Revocation Reports for accuracy before submitting to the DMV.
- Respond to media requests for public records and refer high-profile cases to the appropriate personnel.
- Expunge criminal records in accordance with the Petition and Order of Expunction issued by the Wake County Clerk of Courts.
- Maintain Officer's Sealed Notes, Checking Station Authorizations, and Consent to Search forms.
- Generate and disseminate weekly error reports.
Requirements
- High School Diploma or GED and one year of related clerical and/or office support experience.
- 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, including spelling, grammar, and rules of composition; knowledge of Spanish is a plus.
- 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 skills.
- Ability to learn and utilize the department record management system and other computer software programs.
Nice-to-haves
- Bilingual in Spanish and English.
- Experience with law enforcement records management systems.
