Records Specialist (WAITLIST)

Records Specialist

South Sound 911

$30.75 Hourly

Tacoma, WA

Full Time

Summary

In order to begin the WAITLIST application process for this position, you must first register with Public Safety Testing (PST) and apply for the position at the following link; https : / / www.publicsafetytesting.com / departments / south-sound-911 / records-data-dispatch-records-specialist . Once registered, complete your Personal History Statement (PHS) and select the South Sound 911 Records Specialist position. There is no required test for this particular position. You need only to complete your PHS by the deadline specified in the South Sound 911 online information listed on the PST website. After submission of your PHS, you will be contacted by South Sound 911 for next steps.

As part of South Sound 911 Support Services Division, within the Records Department, this position performs technical, complex and specialized work related to processing and maintaining law enforcement reports and records; processes firearm transfer and concealed pistol license applications; communicates with law enforcement and other agencies to obtain and provide information; provides information and assistance to citizens as requested regarding police reports, accident forms, firearm licenses and other documents or information. This position requires ongoing multitasking ability, and work is performed using independent judgment and decision making under limited supervision. This position is supervised by the Records Supervisors and has no direct supervisory responsibilities.

Essential Functions

Assist citizens at the front counter, on the phone or electronically with requests for police reports, accident forms, licenses, permits, registrations, fingerprints, criminal history and other documents or information; assist the public in preparing various forms and reports and providing routine information and assistance. Issue permits, licenses and collect fees according to established procedures. Receive, process and distribute a variety of law enforcement reports according to established procedures. Enter, supplement, and approve law enforcement records / reports into the Records Management System (RMS); check for accuracy and make corrections as needed. Query, enter, modify and clear criminal justice information in local, state, and national databases, to include stolen vehicles, firearms, boats, articles and missing persons. Quality check and second check ACCESS entries as required. Conduct criminal history background requests and process bookings at local jails; obtain and provide information as required to law enforcement and other appropriate agencies; distribute materials as requested. Provide training and orientation to new employees; assist coworkers as necessary when available; work in a team environment. Attend meetings or training during shift or on overtime as directed. Operate a variety of communication equipment such as personal computer, Computer Aided Dispatch (CAD) software, and telephone system.

Qualifications

Graduation from high school or equivalent. Two years of experience involving public contact and general clerical duties.

Supplemental Information

KNOWLEDGE AND EXPECTATIONS : Fluent use of the English language Understand and follow written and verbal instructions. Understand and interpret complex rules and procedures. Read, interpret, explain, apply and follow applicable laws, ordinances, codes, regulations, policies and procedures. Work appropriately with confidential material and information. Work with speed and accuracy. Follow safety rules and regulations. Proficient with standard suite of Microsoft Office software and database applications, fax machine, and phone system. Exercise a high degree of independent judgment in problem solving and decision-making. Communicate efficiently and effectively both orally and in writing using tact, patience and courtesy. Maintain cooperative and effective working relationships with others. Analyze situations quickly and adopt an effective course of action. Organize work with many interruptions and multiple tasks to meet schedules and timelines. Maintain regular and predictable attendance. Perform limited clerical duties such as filing, duplications and typing. Record-keeping, document retention, report preparation and basic research methods and techniques. Provide training and orientation to employees.

QUALIFICATIONS : Graduation from high school or equivalent. Two years of experience involving public contact and general clerical duties.

LICENSES, CERTIFICATES AND OTHER REQUIREMENTS : Due to the confidential nature and demands of this position, candidates must possess an exemplary personal history and pass a background investigation as part of the pre-conditional offer of employment. Maintain Washington State Patrol ACCESS Level II certification. Completion of FEMA courses IS-100 and IS-700.

PHYSICAL REQUIREMENTS : Work overtime on a volunteer basis or assigned and mandatory to cover staffing or workload needs. There is more overtime during vacation and / or illness periods and during seasonal workload peaks. May include both extended shift or work on scheduled day(s) off. Range of overtime per payroll period could be 0 to 36 hours. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit at a computer terminal, frequent walking both indoors and out; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand, stoop, or kneel. The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

WORKING ENVIRONMENT : Office environment with frequent interruptions. The noise level in the work environment is usually quiet. This position will interact with employees and customers on a daily basis.

MACHINES / TOOLS / EQUIPMENT / WORK AIDS : Personal computer, copy machines, telephone, fax machine, E-mail, calculators, head sets, printers.

POTENTIAL HAZARDS : The hazards are consistent within an office environment.

ANALYSIS OF PHYSICAL DEMANDS OF POSITION :

Activity

Percentage of time

Activity

Pounds

Standing

10% of time

Pulling & Pushing

25 lbs.

Walking

10% of time

Lifting

25lbs.

Sitting

80% of time

Carrying

25lbs.

The following abilities are required to perform the essential job functions :

Hearing

YES

Seeing

YES

Depth Perception

NO

Color Vision

NO

Seldom to occasionally the position will require the following activities : Stooping, Crouching, Crawling, Climbing, Balancing and Kneeling.