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Police Records Administrator

City of Park City – Police Department

$3,000 Hiring Bonus

The City of Park City Police Department is seeking a Police Records Administrator to manage police records, ensure criminal justice data compliance, and support departmental network systems.

Key Duties

• Maintains police records in compliance with State and Federal law
• Ensures accurate NIBRS/KIBRS reporting
• Serves as Local Area Security Officer (LASO) and Terminal Access Coordinator (TAC), and oversees KCJIS & NCIC access and compliance
• Safeguards and distributes Criminal Justice Information (CJI) and Criminal History Records Information (CHRI)
• Provides administrative and public support

Minimum Qualifications

• 3 years of related experience
• High school diploma or GED required
• Strong computer, organization, and communication skills
• Ability to maintain confidentiality and complete certifications
• Must be able to pass a fingerprint-based criminal background check

Pay & Benefits

• $21.21 – $26.49 per hour
• $3,000 hiring bonus
• 100% City-paid health insurance
• Health Reimbursement Account (HRA)
• KPERS retirement + 457 plan
• Vacation, sick leave & 11 paid holidays
• Tuition reimbursement & training

 

POLICE RECORDS ADMINISTRATOR

City of Park City                                                                                           POLICE DEPARTMENT

 

POSITION SUMMARY

Under the supervision of the Support Services Commander this is a non-exempt position under FLSA. This employee is responsible for performing a variety of functions to support the community policing efforts of the Police Department, including code enforcement and animal control, and the Municipal Court. Assigned to the Police Department, this position will perform duties to include data entry and retrieval of information, transcription of audio and or video recordings, maintenance of files, records and other clerical duties, answering phones, providing citizen assistance. The employee should possess excellent communication, organizational, clerical, computer and public relations skills. This position is not responsible for any supervisory responsibilities over other employees.

 

ESSENTIAL FUNCTIONS

·         Assures all cases are NIBRS and KIBRS compliant and enters records into the department’s Records Management System (RMS).

·         Serves as Local Agency Security Officer (LASO) or a backup (LASO).

·         Oversees or assists with the overseeing of connection and usage of all Kansas Criminal Justice Information Systems (KCJIS) workstations within the agency, to ensure all KCJIS policies are strictly adhered to.

·         Serves as Terminal Agency Coordinator (TAC) or a backup (TAC).

·         Oversees or assists in the overseeing of National Crime Information Center certifications and re-certifications for the agency.

·         Assists the KHP Training and Audit Unit with the agency’s biennial audit, security spot-checks, and any investigations of security violations.

·         Maintains or assists in maintaining the warrant file system, forwarding warrants to other law enforcement agencies with jurisdiction, clearing warrants from KBI database as required.

·         Serves as the official custodian of criminal history records information (CHRI) and criminal justice information (CJI) and coordinates dissemination of police reports to other official agencies, investigations, district attorney’s offices, insurance  companies, parole officers and members of the public as required or allowed by law.

·         Answers telephone calls and directs them to appropriate personnel. Greets the public at the police department window at the Administration Center and provides assistance as needed.

·         Reports traffic accidents to KDOT.

·         Reports DUI arrest information to the Kansas Department of Revenue.

·         Enters police reports into the Kansas Criminal Justice Information Systems.

·         Enters information from traffic citations and Uniform Criminal Complaints as needed.

·         Maintains secured entrance to the Records Office.

·         Prepares Uniform Criminal Report for the KBI.

·         Prepares other crime data reports as needed.

·         Researches and completes NCIC.

·         Follows department policies and procedures.

·         Performs other duties as deemed necessary or assigned.

 

MARGINAL FUNCTIONS

·         Reports arrest log to Court Clerk as needed.

·         Serves as Notary Public.

·         Orders supplies for the office as needed

·         Generates and maintains form file for police officers’ use

·         Generates and disseminates department activity stats

 POLICE RECORDS ADMINISTRATOR

POSITION REQUIREMENTS

 Experience: Three years of similar or related experience is preferred. The employee is expected to have acquired the necessary information and skills to perform the job reasonably well within twelve months of employment.

 Education: A high school diploma or GED is required. Some technical training or some college credit in Business Administration, General Administration or Criminal Justice is preferred. An employee in this position must be willing to pursue additional training as available for network support; criminal history records information, TAC, LASO, Kansas Open Records Act, Kansas Open Meetings Act, KIBRS, NIBRS, research methods, computer applications for crime analysis, fundamentals of crime analysis and other required software applications.

 Technical Skills: A thorough knowledge of office procedures, computers, typing, mathematics, research and analysis is required. This employee must be able to operate computers, photocopiers, telephone systems, and other office equipment. To concentrate on tasks in the presence of distractions, and to read and interpret legal documents, letters, forms, and written instructions is required. This employee should possess excellent organizational, oral and written communication skills. The employee should be experienced with the Microsoft Office Suite, Microsoft desktop and server operating systems, as well as the department’s Records Management System (RMS), and possess an understanding of databases.

 Problem Solving: Problem solving is a factor in this position. This employee encounters problems with network systems and software applications, citizen concerns and complaints and equipment malfunctions. The employee works together with the Police Lieutenant to resolve records storage, retention, and retrieval problems.

 Decision Making: Some independent decision making is involved in this position. This employee makes decisions about network support, routing citizen complaints, and performing daily duties in the most efficient manner.

 Supervision: This position does not have supervisory responsibilities over subordinate personnel.

 Financial Accountability: This employee is responsible for department equipment and resources and is required to be bonded.

 Personal Relations: Daily contact with the general public, co-workers and supervisory personnel and the organization's governing body is expected.

 Working Conditions: Adverse working conditions existing within this position are minimal, however there will be times the position will be expected to be exposed to evidence (videos and or images etc.) that could be disturbing.

 Physical Requirements: Physical activity associated with working in an office setting is required to perform the daily duties of this position.

 Software & Applications USED: Kansas Criminal Justice Information System Data Base, NCIC Terminals, Tyler Incode 9, Tyler New World Enterprise, Tyler Enterprise Mobile, Digiticket e-ticket Systems, Getac Video Systems, Microsoft Excel, Microsoft Word.

  The specific statements shown in each section of this description are not intended to be all inclusive.