Public Safety Records Specialist

*Up to $3,000 Sign On Bonus May Be Available*

Position Summary: Serves as the official “Records Custodian” for the Aspen Police Department.  Support includes the administration, management and dissemination of official criminal justice records. Understands and demonstrates police department philosophy throughout every facet of each task.

Essential Job Functions: 

Records Management – Quality Control

Conducts intake of officer reports after Sergeant approval through workflow.
Provides feedback on procedures and training related to report quality.
Maintain evidence integrity and ensure quality of evidence entry into all Aspen Police records management systems.
Database Management

Performs crime reporting functions which include classifying crime reports to NIBRS (National Incident-Based Reporting System), coding and entering statistical information into the CCIC (Colorado Crime Information Center).
Codes and enters new statues into police information databases when legislative powers enact new laws.
Initiates queries and clearances in NCIC National Crime Information Center) and CCIC that contain highly sensitive personal information for criminal justice practices.
Inputs criminal justice information into CCIC, for any charges or changes that have been repealed or ordered by a court.
Maintains an accurate and complete case database in a manner that is readily available and reliable for staff review.
Compiles statistical information for public use and knowledge through criminal justice information.
Ensures all records are purged as required by policy of State law.
Records Release Management

Develops a sound understanding and can apply Colorado Open Records law.
Completes requests for public records via mail, walk-in, telephone, electronic and faxed requests in compliance with federal and state guidelines.
Processes payments for completed requests, prepares and completes deposits. Maintains and organizes public as well as sensitive and confidential records.
Processes discovery related records requests.
Reviews and oversees transfer of body worn camera and other digital media, including necessary redaction.
Training Management

Maintains POST and Rule 17-Certification Records.
Processes department training requests and per diem.
Maintains NCIC officer’s certification and training
Customer Service

Greets and assists individuals arriving at the police department’s front counter. This includes, but is not limited to, providing information and responsibilities related to: lost and found, vehicle accidents, towed vehicles, reporting crimes, ski and bike registration, tickets, complaints, VIN inspections, and any other tasks that are performed by the front office staff.
Other duties as assigned

Core Competencies Displays the following key competencies in the overall job performance to include knowledge, skills and abilities:

Consistently demonstrates the ability to work with others in a team setting, and work with others on team to successfully meet objectives.
Consistently demonstrates the ability to build and support exceptional customer relationships, and consistently able to take necessary steps to assist customers with their needs.
Consistently able to communicate concisely and effectively through a variety of methods.  Able to adjust communication message to meet audience specific needs.
Demonstrates learning agility by being able to learn from past experiences and applying those experiences to future decision making.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures.
Knowledge of modern office processes and procedures including managing files and records in alpha and numeric systems, transcription, and other bookkeeping and office procedures.
Ability to handle stressful situations in a professional manner, including angry or difficult individuals.
Ability to exercise good judgment in facilitating highly confidential matters.
The ability to work independently and complete a project without close supervision or detailed instruction. 
Other duties as assigned.

Minimum Requirements:

Education: High school diploma or GED equivalent.

Experience: Two (2) years of customer service experience or administrative work.

Technical Knowledge: Must be proficient in Microsoft Word, Excel, and Email.

Licenses & Certifications: Must possess a valid Colorado driver’s license or be able to obtain one within 30 days of start date.  Completion of NCIC/CCIC operator certification or be able to obtain one within 30 days.  Completion of training for the Colorado Criminal Justice Act Records (CCJRA) and for the Colorado Open Records Act (CORA) tests or be able to obtain certifications within 6 months of start date.

Desirable Qualifications:

Previous Guest Services Experience
Associate degree or relevant college courses
Previous law enforcement working environment
NOTE:  This position requires candidate to satisfactorily pass a criminal background check, physical examination, polygraph test, and drug test upon hire.

Position Type and Work Hours: Regular full time, 40-hour work week, Monday through Friday, hours may vary with workload.

Evenings/Weekends: May be required to work weekends and nights for special assignments.

Work Environment: 

Indoors: Office environment.
Outdoors/Off-Site: Meetings, trainings, etc.
Essential Physical Requirements:

Lifting & Carrying: Up to 25 lb. files, boxes, etc., unassisted
Physical: Reaching, standing, sitting, typing, talking, crouching, kneeling, seeing and hearing.  Hand/eye coordination with computer keyboarding.  Visual demands for near acuity with all reading and PC work performed.  Exposure to adverse weather conditions and the presence of vehicular traffic and pedestrian flow.
 

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.    

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.