Records/Id - Customer Service Representative III Open Records Police Records

GENERAL DESCRIPTION

Under general supervision, to perform a wide range of clerical, secretarial, administrative, and bookkeeping duties in support of departmental operations. The position requires frequent interaction with the public and the ability to provide professional, courteous, and efficient service.

SUPERVISION EXERCISED

This position does not exercise supervision

IMPORTANT AND ESSENTIAL DUTIES

Review incident and arrest reports to identify and correct errors or missing information related to NIBRS (National Incident-Based Reporting System) and TIBRS (Texas Incident-Based Reporting System).

Assist in the training of new employees, as assigned.

Ensure the accuracy of all Texas Statutes, Municipal Codes, and NIBRS/TIBRS coding.

File and maintain physical supporting documents related to incident reports in compliance with Texas records retention requirements.

Merge name records, when applicable.

Prepare, submit, and maintain records of all Texas state reports on behalf of the Abilene Police Department.

Provide statistical reports for internal customers, as requested.

Process and reconcile daily deposits for the Records Division using the point-of-sale system, in accordance with City of Abilene Finance rules and procedures.

Review work completed by Customer Service Representative I/II – Police Records employees, identify error patterns, and recommend solutions to prevent future errors.

OTHER JOB-RELATED DUTIES

Perform the Customer Service Representative I/II - Police Records duties, as needed.

Perform other job-related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

English language usage, including vocabulary, spelling, grammar, and punctuation.

Procedures, principles, and policies of the Abilene Police Department and the City of Abilene, with the ability to interpret and apply them.

The National Incident Based Reporting System (NIBRS) and Texas Incident Based Reporting System (TIBRS).

Customer Service I and II Police Records Clerk job skills.

Law enforcement records management practices and procedures, including Texas records retention requirements.

Skill to:

Operate a variety of office equipment, including, but not limited to, a computer, printer, copier, fax machine, and transcription system.

Communicate effectively and professionally with customers and co-workers, both verbally and in writing.

Maintain a high level of attention to detail and accuracy in all tasks.

Type a minimum of 40 words per minute.

Ability to:

Maintain professionalism while performing duties involving graphic or violent content.

Interpret and apply policies, procedures, and regulations in a variety of situations.

Work independently while managing multiple priorities in a fast-paced environment.

Work under pressure, exercise sound judgment, and make effective decisions during and outside regular work hours.

Demonstrate a positive attitude, initiative, and a proactive approach to work.

Follow oral and written instructions accurately.

Maintain a high level of confidentiality and professionalism.

Learn and apply position-specific laws, city ordinances, and Abilene Police Department policies and procedures related to National Incident Based Reporting System (NIBRS) and open government processes.

Assist internal and external customers courteously and tactfully.

Communicate clearly and concisely when interacting with individuals and outside agencies.

Listen attentively and interpret information communicated in person, in writing, or over the phone.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.

Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.

Experience and Training Guidelines:

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Experience:

Two (2) years of experience in data entry or in a Customer Service Representative I/II – Police Records position or equivalent is preferred.

Education/Training:

A high school diploma or GED is required.

Completion of the Texas Department of Safety IBR Virtual Training Course