Police Services Representative I

Description

*Required schedule is Monday - Thursday 7:00 a.m. - 5:00 p.m. Some Fridays depending on need for coverage.

Job Summary

The Police Services Representative I provides administrative and records management support to the Police Department, ensuring the accurate processing, maintenance, and dissemination of law enforcement records and information. This position serves as a primary point of contact for the public, responding to inquiries, processing records requests, and providing assistance with departmental services. Responsibilities include entering and maintaining information in law enforcement records systems, preparing documentation for courts and other agencies, and ensuring the accuracy, confidentiality, and timely distribution of official records. The position also supports departmental operations through fingerprinting, document processing, and financial transactions in accordance with applicable laws, regulations, and departmental procedures.

Duties and Responsibilities

• Complies with all City policies and procedures, as well as applicable local, state, and federal laws, regulations, and requirements related to the performance of assigned duties.
• Demonstrates a respectful, collaborative, and team-oriented approach to work and establishes and maintains effective working relationships with coworkers, supervisors, external partners, and the public.
• Assists walk-in customers by answering questions and concerns; refers to appropriate department staff or provides information regarding other jurisdictions and surrounding agencies.
• Fingerprints and photographs adults and juveniles per court orders; fingerprints public for various reasons.
• Processes various types of documents from the public, records requests, including impound forms, fingerprint forms, background packets, ride along applications, and subpoenas.
• Accountability of cash drawer and monies received from records releases, Vehicle Identification Number (VIN) verifications, and various other monetary transactions.
• Merges case reports, supplements, arrest reports, field incident reports, and incident reports in the Records Management System (RMS); to include correcting inaccurate information in order to complete the merger process.
• Researches and prepares all documentation requested by internal City departments, courts and outside law enforcement agencies to include incidents, case reports, and background checks following state statutes and agency policies and procedures.
• Enters incidents, citations, and traffic accident reports into the Report Management System, to include researching incorrect information and ensuring only accurate information is placed into RMS. 
• Assists the public in obtaining copies of records through telephone and personal contact.
• Answers phone calls giving law enforcement, public and internal offices accurate and relevant information.
• Submission of all documentation to District Attorney’s (DA) Office in a timely manner, to include electronic Felony and Juvenile Filings through eDiscovery (DA data entry system).
• Adheres to all departmental directives, rules, and regulations to ensure compliance.
• Ensures timely delivery of summonses to the appropriate court for successful prosecution.
• Maintains and reviews tow/impound reports to ensure timely entry into Colorado Crime Information Center (CCIC), as well as entry into RMS.
• Maintains case, supplemental, incident, and field interview reports, as well as summons and appropriate case attachments in Records Management System.
• Applies all applicable state laws, court decisions, and departmental rules and regulations regarding use and confidentiality of records.
• Performs other duties and responsibilities as assigned.

Supervisor Duties

This position does not have supervisory duties.

Work Environment

Work is performed primarily in an indoor office environment within a law enforcement facility, with moderate noise levels associated with computers, office equipment, telephone communications, and public activity. The position requires frequent interaction with the public, law enforcement personnel, court representatives, and other agencies, occasionally involving stressful situations, emotionally distressed individuals, or individuals exhibiting difficult or confrontational behavior. The employee may occasionally be exposed to loud noises associated with firearms and sirens during law enforcement operations. The position requires access to and handling of confidential, sensitive, and restricted law enforcement information, including criminal histories, investigative reports, and other protected records. The employee may also be exposed to unedited body-worn camera footage, photographs, reports, and other investigative materials containing graphic or disturbing content, including violence, injuries, death, vulgar language, sexual offenses, and other sensitive incidents. Work requires managing multiple competing priorities, responding to time-sensitive requests, maintaining a high degree of accuracy, and exercising discretion, professionalism, and strict confidentiality in a potentially stressful environment.

Requirements

Qualifications

• A High School Diploma, G.E.D., or combination of skills and qualifications equivalent to a High School Diploma is required.
• Associates Degree or equivalent supplemented by specialized courses/training or work experience that is equivalent to the satisfactory completion of two years of college in Criminal Justice, Criminology, or closely related field is highly preferred.
• One (1) year of experience in administrative/clerical data entry and customer service experience or closely related experience is required.
• Two (2) or more years’ experience in administrative, data entry and customer service experience or closely related experience is highly preferred.
• Valid Colorado Driver’s License is Preferred.
• Able to obtain Operator’s Security Number (OSN) with the Colorado Bureau of Investigations (CBI).
• Able to obtain Incident Command System (ICS) 100 and 700 certifications within 90 days of employment. 
• Must not have any felony convictions or any misdemeanor convictions of moral turpitude that would prevent obtaining clearance from the CBI. 

Required Capabilities

• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• To perform the essential job functions and to ensure the safety of themselves, their coworkers, and the public, employees must have the ability to regulate attention; to plan; to understand, remember, and apply information; to effectively interact with others; to concentrate and maintain pace; and to adapt or regulate one’s behavior.
• Ability to proficiently read, speak, and understand English. Proficiency in non-English languages is highly valued.
• Ability to add, subtract, multiply and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Demonstrated strong verbal and written communication skills, analytical skills, statistical and mathematical abilities and interpersonal skills. Ability to read and interpret documents such as safety rules, operating maintenance instructions and procedure manuals. Ability to write complex reports and distill information for many audiences.
• This position requires close, distance and peripheral vision.
• Ability to hear and understand an average conversational voice in a quiet room, using one or both ears, at a distance of six (6) feet. Ability to hear sounds and signals indicating work and safety necessities. 
• This position requires standing, walking and sitting for periods of time. Utilization of hands and fingers to operate office computer keyboard and equipment required. Must be able to reach with hands and arms, and stoop, kneel or crouch if needed.
• Must be able to lift up to forty (40) pounds as needed and frequently lift up to fifteen (15) pounds.  
• This position requires effective proficiency in the use of computer software, business applications, office equipment, and professional communication practices. This position may frequently require multitasking while utilizing computers, phones, office technology, equipment, and related systems while performing assigned duties and interacting with others.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.