GENERAL STATEMENT:

Under general direction, performs complex clerical and technical work with a great deal of independence to facilitate the mission of the Kyle Police Department; performs specialized law enforcement and other criminal justice records data entry, maintenance, verification and retrieval duties in response to internal and external requests.

ESSENTIAL FUNCTIONS:

• Performs office management duties; organizes, develops and implements procedures for executing various administrative assignments.
• Prepares/receives correspondence, reports or other work products; notarizes documents.
• Reviews incoming correspondence for items of special interest to supervisors; determines when pertinent materials for files need to be attached based upon a thorough knowledge of program activities; composes departmental correspondence.
• Responsible for the maintenance of official records and files of the department, including the Records Management System (RMS) and Computer Aided Dispatch System (CAD), online/internet systems, email service requests, and Open Records requests; departmental correspondence and other records/files as assigned.
• Prepares statistical reports, documents, and graphs. Handle all correspondence, written and electronic, regarding offense reports and criminal histories.
• Answers telephone, greets the public, sends/receives facsimiles, provides and receives written and verbal information to the public, responds to citizen service requests; directs inquiries, complaints, and/or other requests to appropriate City department(s), employee(s) or official(s).
• Maintains utmost confidentiality as to City matters in dissemination of information.
• Responsible for petty cash fund.
• Generate and verify Uniform Crime Report; verify records, data and report summaries entered into the various departmental databases by staff.
• Prepare various printouts and reports for police staff, other City departments, the general public, and other agencies as necessary; respond to court orders.
• Attend and participate in training seminars and programs, continually keep abreast of changes in procedures, regulations and laws for record keeping.
• Oversee records destruction process; submit reports to Texas State Library.
• Collate and file a variety of reports, records, information and paperwork; participate in maintaining an up-to-date police records filing system; prepare photocopies; distribute material as appropriate; purge files.
• Read and categorize offense reports for transfer to the Uniform Crime Report (UCR) for the Department of Public Safety. Ensure that all reports are accounted for. Accurately record and report UCR statistics to the Department of Public Safety by the required monthly deadline.
• Custodian of al case related documents. Censor information given to the public in accordance with the Open Records Act; and respond to all requests in a prescribed timeline.
• Testify in court as custodian or records, whenever subpoenaed. Ay serve as witness to statements received from prisoners or suspects.
• May prepare a variety of permits; maintains files associated with permits.
• Performs all other duties as assigned.

Must exemplify the Team Kyle Core Roles as an Employee by:

• Knowledge Knowledgeable in all aspects of job and City operations; maintains high quality of work; follows health and safety guidelines.
• Yes-Attitude Demonstrates superior customer service; treats other employees and citizens with kindness; promotes goodwill; solves conflict with tact.
• Leading Edge Continually looking for areas to improve upon; decisive and adaptive; supports new ideas; a driver for change. Innovative
• Employee Accountability -Actively seeks and gives performance feedback in order to determine developmental opportunities; uses feedback as an opportunity for continuous improvement.

Community Relations

• Maintains desired working relationship with Chief of Police, Captain, City Manager and Staff.
• Maintains a professional working relationship with other Federal, State, and Local law enforcement agencies.
• Maintains effective working relationships with officials and public.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge and experience in modern office equipment (computer, printer, telephone, fax machine, etc.), procedures and methods.
• Knowledge of terminology associated with police records functions.
• Knowledge of Uniform Crime Reporting guidelines for coding and reporting.
• Knowledge of accounting procedures and/or arithmetical calculation.
• Ability to successfully perform in a high-pace office environment.
• Ability to exercise judgement and discretion in dealing with the public and in interpreting and applying departmental policies and procedures.
• Ability to compose and prepare reports, records and correspondence.
• Ability to interpret and execute complex written and oral instructions.
• Ability to successfully multi-task; remain calm and act resourcefully in the performance of job responsibilities.
• Typing speed at a corrected rate of 40 words per minute.

QUALIFICATIONS, EXPERIENCE AND/OR CERTIFICATION REQUIREMENTS:

• High School Graduate or Equivalent;
• Three (3) years previous police records specialist experience, or equivalent combination of training or experience which evidences a comprehensive knowledge of required job duties and expectations.
• The applicant must be eligible and able to obtain a Texas Commission on Law Enforcement (TCOLE) telecommunicator license and meet all requirements for compliance with Criminal Justice Information Services (CJIS).
• Ability to obtain notary license upon hire.
• Must possess a valid Texas Driver's License; Must pass an extensive personal background check.

Anyone who poses a direct threat to the health and safety of himself/herself or to others in the workplace will be deemed not qualified for this position.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

While performing duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee frequently is required to walk and stoop or kneel. The employee is occasionally required to stand, sit, and climb and balance. The employee must have the ability to safely pull, push, lift, and carry item weighing up to forty (40) pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.   

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This position description has been prepared to assist in defining job responsibilities, physical demands, and skills needed.  It is not intended as a complete list of job duties, responsibilities, and/or essential functions.  This description is no intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision.  The City of Kyle retains and reserves any or all rights to change, modify, amend, add to or delete, from any section of this document as it deems, in its judgment, to be proper.