Job Description

Job Posting Information

Summary/Purpose

This is the journey-level class within the Police Records Technician series performing clerical and technical duties involved in the maintenance of highly confidential records and crime data with only occasional instruction or assistance.

DISTINGUISHING FEATURES OF THE CLASS

Employees at this level are distinguished from the Police Records Technician I level by the proficient performance of the full range of duties as assigned including processing, coding and independently entering various reports into a records management system, working independently, applying well developed program knowledge, and exercising judgment and initiative. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Work is normally reviewed only on completion and for overall results. Positions at the Police Records Technician II level are normally filled by advancement from the Police Records Technician I level.

Essential Duties & Responsibilities (other Duties May Be Assigned)

• Be an effective team member by exhibiting self-motivation, supporting other employees in handling tasks, interacting effectively and respectfully with others, showing a desire to contribute to the team effort, accepting assignments willingly, and completing tasks within agreed upon timelines.
• Type, word process, record, and file a variety of police records, reports, and materials including memos, letters, reports, complaints, booking information, warrants, citations, and crime and traffic reports from hard copy or dictation.
• Copy, sort, file, retrieve, and distribute a variety of documents and police reports, citations, warrants, and other materials to appropriate personnel and to appropriate agencies.
• Assemble, code, index, record, and summarize a variety of police data including administrative citations, serious crime offenses, stolen, stored, recovered, and towed vehicles, crime reports, booking sheets, file field interrogation cards, and related documents.
• Enter and retrieve data in City, local, state, and federal law enforcement automated database systems.
• Perform transcription of police reports and typing services using independent judgment.
• Scan, index, and verify a variety of records and reports into the records management system.
• Release requested reports and related information to the public or to outside agencies in accordance with established regulations.
• Perform receptionist duties, including answer telephones and assist department personnel and the general public by telephone or in person by providing general information regarding departmental policies, procedures, and regulations.
• Maintain, sort, copy, and distribute reports and other materials; distribute mail.
• Complete criminal history background checks and process fingerprint cards as needed.
• Handle basic financial transactions, which may include billing, invoicing, ordering of supplies, and receiving monies.
• Other duties may be assigned.

Job Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and abilities required.

Education & Experience Requirements

• High school diploma or GED equivalent and one (1) year of general clerical experience; and one (1) year of experience comparable to Police Records Technician I with the City of Duluth.
• A combination of education, experience, and training considered by Human Resources to be equivalent to the above.
• Ability to type 40 wpm with accuracy.
• Knowledge of modern law enforcement principles, procedures, techniques, and equipment preferred.

License Requirements

• Possession and ability to maintain data certification issued by the Bureau of Criminal Apprehension.

Knowledge Requirements

• Knowledge of Duluth Police Department policies, operating procedures, processes, and forms.
• Knowledge of Duluth Police Department records management system.
• Knowledge of modern office procedures, methods, and equipment, including computers and applicable software applications such as word processing, spreadsheets, and databases.
• Knowledge of specialized computer applications used in area of assignment.
• Knowledge of English to include spelling, grammar, sentence construction, and punctuation.
• Knowledge of business letter writing and report preparation.
• Knowledge of principles and practices of police report preparation.
• Knowledge of Uniform Crime Reporting definitions, legal terminology and practices involving criminal reports, records maintenance, and local court procedures.
• Knowledge of pertinent federal, state, and local laws, codes, regulations, and guidelines.
• Knowledge of the principles and practices used in establishing, utilizing, and maintaining files and information retrieval systems.
• Knowledge of principles and practices of data entry and proofreading.

Skill Requirements

• Skill in comparing and proofreading names, numbers, and other data accurately and rapidly.
• Strong computer skills, including word processing, database, spreadsheet, presentation, and email applications, as assigned.
• Skill in composing business correspondence using independent judgment.
• Skill in making accurate computations.
• Skill in communicating clearly and concisely, both verbally and in writing for sound consultation to the public, professionals, and coworkers.
• Skill in processing a wide variety of police related documents.
• Skill in operating a variety of office equipment.
• Skill in maintaining and updating manual and electronic files and records.
• Skill in customer relations.

Ability Requirements

• Ability to create and maintain a positive working environment that welcomes diversity, ensures cooperation, and promotes respect by sharing expertise with team members, fostering safe work practices, and developing trusting work relationships with all levels of City staff, outside agencies, and general public.
• Ability to proofread information for accuracy and completeness.
• Ability to organize and prioritize tasks, perform work within established timelines, and to perform work under pressures of time constraints and conflicting demands.
• Ability to accurately enter police reports and other legal information into the computer.
• Ability to understand and apply appropriate federal, state, and local laws, codes, and guidelines.
• Ability to use initiative and independent judgment within established policies and procedural guidelines and exercise discretion in the absence of specific instructions.
• Ability to read, interpret and apply a variety of complex materials and instructions, including laws and regulations.
• Ability to maintain confidentiality of records information, and understand and release reports according to the MN Data Privacy Act.
• Ability to operate and navigate records management computer systems.
• Ability to prepare clear and concise documents and reports.
• Ability to train personnel in office duties, and other job-related related topics.
• Ability to use standard office equipment including computers and related software applications.
• Ability to adapt to changing technologies and learn functionality of new equipment and systems.
• Ability to understand and follow oral and written instructions.
• Ability to communicate clearly and concisely, both orally and in writing.

Physical Ability Requirements

• Ability to sit or stand for extended periods of time.
• Fine dexterity of hands and fingers to operate a computer keyboard, calculator, and other office equipment.
• Ability to occasionally bend, stoop and reach overhead, above the shoulders and horizontally, to retrieve and store files and supplies, etc.
• Ability to lift light objects weighing up to 20 pounds maximum with frequent lifting and or carrying of objects weighing up to 10 pounds.
• Ability to hear and speak sufficiently to exchange information in person and by telephone.
• Ability to see to read, prepare, and proofread documents for accuracy.
• Ability to attend work on a regular basis.

If available for this job classification, detailed Physical Demands can be viewed here:

Selection Process Information

Education/Experience Review (100% of scoring process; 70 pass point): Applicants meeting the minimum qualifications will be rated based on the type (relatedness) and extent of their education and experience as documented on their application and/or supplemental questionnaire. Applicants who pass this exam will have their names placed on an eligible list for this classification.

Non-Discrimination

The City of Duluth is an equal opportunity and veteran-friendly employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, sex, marital status, familial status, age, sexual orientation, status with regard to public assistance, disability, genetic information, veteran status or activity in a local Human Rights Commission or any other characteristic protected by law.

Alternative Exam Process (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)

For individuals who qualify under the Americans with Disabilities Act (ADA), alternative examination processes are available on an individual basis upon prior arrangement. Contact Human Resources at 218-730-5210, as soon as possible prior to the scheduled date of the exam. TDD services are available through 218-730-5630.

Work Eligibility

In accordance with the Immigration Reform and Control Act of 1986, the City of Duluth requires verification of identity and work eligibility at the point of hire.

Right to Appeal (does not apply to Charter Appointment, provisional, temporary, or part-time non-union selections)

Any applicant who has been found qualified to participate in a selection process for a position in the classified service who has reason to contest the validity or fairness of any step in the selection process may appeal to the Civil Service Board within 10 calendar days of the examination. (If the examination is an Education & Experience Review, the applicant must appeal within 10 calendar days of the closing date for accepting applications.) The notice of appeal shall be in writing, shall contain a complete statement of the matter in controversy and the relief requested, and shall be signed and dated by the appellant. The notice shall be addressed to the Civil Service Board and be delivered to the Human Resources Office. If an applicant wishes to file an appeal electronically, the notice should be sent by email to hrinformation@duluthmn.gov.

VETERANS' PREFERENCE

Does not apply to Charter Appointment, provisional, seasonal, temporary, or part-time non-union selections

To apply for Veterans’ Preference, the applicant must attach the required documents when submitting their application.

• Scan and combine all documents into one file before uploading it to the Attachments section of the application.
• Submitting this information is optional, but preference points cannot be awarded without it.
• Points are only awarded if the applicant passes all exams and submits all required documents to Human Resources.

OPEN SELECTIONS

Veteran

Required Documents:

• DD214 or DD215 ("Member-4" copy) showing honorable discharge.

Disabled Veteran

Required Documents:

• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• U.S. Department of Veterans Affairs (USDVA) Disability Rating Decision showing a service-connected disability rating of 10% or greater, dated within the past 12 months.

Spouse of Disabled Veteran

Required Documents:

• Marriage certificate;
• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• USDVA Disability Rating Decision showing a service-connected disability rating of 10% or greater, dated within the past 12 months.

Eligibility:

• The applicant must currently be married to the veteran;
• The veteran must meet the minimum qualifications for the position but be unable to use the preference because of a service-connected disability. The applicant must explain this in their response to the related question in the Agency Questions section of the application.

Spouse of Deceased Veteran

Required Documents:

• Marriage certificate;
• Death certificate;
• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• USDVA Disability Rating Decision showing a service-connected disability rating of 10% or greater.

Eligibility:

• The applicant must not have remarried;
• The veteran must have died during active duty or as a result of an injury received during active duty.

PROMOTIONAL OR INTERNAL SELECTIONS

Points are only awarded to Disabled Veteran’s score one time, on first promotional or internal only selection process after securing City employment.

Disabled Veteran

Required Documents:

• DD214 or DD215 ("Member-4" copy) showing honorable discharge;
• USDVA Disability Rating Decision showing a service-connected disability rating of 50% or greater, dated within the past 12 months.

Please refer to Minnesota Statute 197.455 for additional information about Veterans' Preference.

Eligible City of Duluth employees earn a competitive salary and benefits package, including:

• Vacation, Sick and Personal Leave
• Paid Holidays
• Medical Plan
• Dental Plan
• Life Insurance
• Flexible Spending Accounts
• Retirement Benefits
• Deferred Compensation
• Training and Advancement Opportunities
• Employee Wellness Program
• Employee Assistance Program

Benefits are prorated for part-time employees and administered in accordance with the applicable collective bargaining agreement or management compensation plan.

01

Please indicate below how you meet the minimum requirements for this position:

• High school diploma GED equivalent and one (1) year of general clerical experience; and one (1) year of experience comparable to Police Records Technician I with the City of Duluth.
• A combination of equivalent education, experience and training.

02

Please describe your experience performing transcription using electronic dictation equipment.

03

Please describe your experience performing data entry into database systems and applications.

04

Please describe any experience or knowledge of NIBRS reporting and the importance of accurate statistics, as well as state statutes and crime coding. Include the applications and research methods used to code, enter name types and prioritize the in-custodies.

05

Please describe your experience with records release, confidentiality, and MN Data Privacy Act.

06

Please describe your knowledge of and level of experience in computer skills, including word processing, database, spreadsheets, presentation, and email applications (include names of specific programs and how used). Include examples of general office organization and support including records maintenance, data reconciliation, filing, and scanning.

07

Please describe your ability to organize and prioritize tasks, complex activities, and projects with over-lapping due dates, both short and long term.

08

Please describe your experience communicating clearly and concisely, both verbally and in writing with co-workers as well as experience in customer service, both in person and by telephone.

09

Please describe your experience establishing and maintaining effective working relationships with co-workers, outside agencies and the general public.

• Required Question

Job Tags

Full time, Temporary work, Part time, Seasonal work, Work at office, Local area, Immediate start, Flexible hours

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