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Records Specialist I
Full Time
Employee
Leawood Police Department, Leawood, KS, US
The City of Leawood, Kansas will be accepting applications for the Records Specialist I until October 11, 2021.
Summary/Objective
The Records Specialist I assists in the daily operations of the Records Division and provides administrative support for Police Department personnel. This position requires moderate decision making with some review and guidance.
Essential Functions / Responsibilities
- Provides administrative support, information, and direction to employees, the public and outside agencies regarding the police department. Responds appropriately to inquiries regarding but not limited to police administration, crashes, arrests and disposition information.
- Acts as custodian of department files and record keeping for all permanent records related to daily offenses, arrests and crash reports.
- Coordinates the receiving and processing of crash reports and dispenses all necessary information and documentation to the necessary outside law enforcement agencies including the State of Kansas.
- May assist in processing arrests, warrants and disposition information and entering required information in the necessary records management systems.
- May assist in the dissemination of requested information in compliance with the Open Records Act and internal policy and procedures, including forwarding juvenile information to the proper authorities and forwarding prosecution summaries to the District Attorney as well as other outside agencies.
- Assists in fingerprinting City residents and the public who work in the City of Leawood, when they require background checks.
- May receive and issue solicitation permits, parade permits and clearance letters as designated by the Chief of Police.
- Processes daily transactions using adding machine and computer programs for requests for copies of police reports and videos from the public and other outside agencies. Ensures daily transactions follow the necessary police department procedures.
- Assist in the coordination of incoming and outgoing mail for the department.
- May assist the Communications Unit with overload of non-emergency calls.
- May assist in recording, copying and distributing evidentiary audio/video media for municipal, state or federal court, defense attorneys and other outside agencies.
- Employee may be asked by the supervisor to perform other duties that are not listed but are essential to the job.
Minimum Qualifications / Requirements
- Ability to protect and maintain confidentiality of information.
- Ability to prioritize work and meet deadlines with effective results.
- Ability to read, write, and understand the English language with proper spelling and grammar to communicate effectively both orally and in writing.
- Ability to work independently, as part of a team and/or with the public.
- Ability to make rational decisions efficiently during variable and sometimes stressful conditions, including the ability to calmly interact with the public and other City personnel.
- Ability to respond to emergencies, changes, and directives effectively.
- Ability to process, prioritize and organize large and varying amounts of information with effective results.
- Ability to use the Department’s Records Management Systems.
- Ability to avoid safety hazards.
- Ability to use standard office procedures, systems, and practices including the use of a computer and copy machine.
- Must have a working knowledge of Microsoft Office Suite.
- Must have the ability to provide credible court testimony.
Education, Training, and Certification Requirements
- Must have high school diploma or equivalent.
- Minimum of one (1) year of clerical experience in a public safety or legal records office, preferred.
- Must attend and demonstrate knowledge of two (2) courses annually in the areas of Customer Service, Customer Relationships or Workplace Skills training as determined by the Chief of Police or designee.
- Completion of NIMS requirement within the one year of hire.
- Must possess a valid driver’s license and acceptable driving record per the City’s drivers Use of Vehicles for City Business policy throughout employment with the City.
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