CITY OF PORT ANGELES JOB DESCRIPTION POLICE DEPARTMENT
E-911 RECORDS SPECIALIST
NATURE OF WORK: Under general supervision, performs routine to moderately complex database and clerical office duties in the Police Department. In public safety databases, develops, maintains and audits information in local, regional, state, and national records. Maintains extensive filing systems, performs computer backups, verifies information for accuracy and maintains confidentiality of all information. May assist with receptionist duties in handling various reports, records and violations from the public over the phone and in person at the public counter.
EXAMPLE OF DUTIES: The following duties are not inclusive of all duties and the incumbent performs other related duties as required. 1. Enters data into computer databases from source documents, including 9-1-1 error reports, road update reports, arrest warrants, protection orders and other records. Maintains orderly and accurate source document files. 2. Validates records monthly and quarterly for accurate and current information. Performs daily backup of 9-1-1 information system. 3. Constructs, maintains and the Master Street Address Guide (MSAG), compares and corrects information against data in the Computer Aided Dispatch geographic database. Collects and updates jurisdictional geographic boundary information and assigns emergency service zones. 4. Utilizes 911-Net computer software to daily communicate record discrepancies and update the MSAG. Monitors the accuracy of 9-1-1 records and works to resolve discrepancies with company representatives to maintain a minimum error rate of .05%. 5. Establishes contacts and works closely with courts, communications and records personnel. May research crime and suspect information from the Record System for criminal investigations and compile/prepare summary reports of law enforcement information for statistical purposes. 6. Uses system computers, software and programming skills to support and maintain the MSAG and warrant/protection order databases. 7. Performs routine office procedures as needed, including filing, copying and preparation of Police Department correspondence, reports and other documents using word processing software. 8. May handle requests for information from insurance companies relative to traffic violations, collect fees for citations and issue copies of Police reports.
QUALIFICATIONS: Education and experience: Minimum of two years clerical work experience involving considerable public contact, including data entry, database, spreadsheet and word processing. Certification to use the ACCESS law enforcement computer system is required within 6 months of appointment. KNOWLEDGE, ABILITIES AND SKILLS: 1. Knowledge of modern office procedures and terminology relative to law enforcement record systems. 2. Knowledge of word processing software applications, database procedures and processes, and geographical information systems. 3. Knowledge of public relations practices and ability to handle the public in a diplomatic fashion under confrontational circumstances. 4. Knowledge of proper punctuation, grammar, spelling and ability to compose correspondence. 5. Ability to accurately and efficiently enter data into several computer databases. 6. Ability to file documents accurately and maintain established records systems for storage of 9-1-1 records, warrants/protection orders, reports and other documents. 7. Ability to communicate effectively orally and in writing and establish/maintain effective working relationships with fellow employees and the general public. 8. Ability to maintain confidentiality of all aspects of employment on or off the job. 9. Ability to analyze situations accurately, adopt an effective course of action, and meet schedules and deadlines. 10. Ability to follow well-defined Departmental procedures in compliance with various State, municipal and Federal laws and follow instructions on moderately difficult procedures in data processing. PHYSICAL LIMITATIONS: Ability to sit for extended periods at a computer.
APPROVAL SIGNATURES: Department Head: Human Resources Manager: City Manager: Non-sworn Teamsters #589 Effective date: 1/03
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