Police Records Specialist

Police Records Specialist Location Grand Rapids, MI (Belknap Lookout area) :

Nature of Work

This is a responsible position within the Police Department. The position serves as the lead worker in the GRPD Records Unit. The GRPD Records Unit serves as a customer service contact point within the Police Department. The GRPD Records Unit provides several services to the general public including records release, FOIA release, fingerprinting, firearms permitting, and local arrest background checks.

The position provides leadership to the employees assigned to the records unit under the direction of the GRPD Records Unit Commander. The position also processes FOIA requests for records possessed by the GRPD under the direct supervision of the GRPD FOIA Coordinator (Records Unit Commander). The designee is expected to perform with minimum supervision.

The employee in this lead worker position will not be expected to recommend or issue formal disciplinary action against other bargaining unit employees. However, the employee shall be required to note deficient performance and/or disregard of City/Police Department policy, procedures and rules by bargaining unit employees under his/her supervision and to report same to his/her immediate management supervisor/Unit Commander outside the bargaining unit.

The employee assists in the over-all management of the assigned unit by reviewing procedures, preparing and maintaining applicable records and verifying data. The position also gives guidance and provides training when necessary to other employees. Works to develop and maintain performance metrics, and applies LEAN initiatives to improve customer service.

ESSENTIAL DUTIES & RESPONSIBILITIES The intent of this is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Performs and provides oversight for the release of records to a variety of customers (internal, external law enforcement, general public).
• Performs and provides oversight for the fingerprinting of requestors for background check purposes.
• Documents and develops business processes, standard operating procedures, and training guides. Applies GRPD policies and procedures as needed or required.
• Administers handling of customer requests and resolves customer inquiries and requests from external or internal customers.
• Processes, maintains records of, and redaction of records requested under Michigan's Freedom of Information Act.
• Manages accounting and computer records related to Records Unit operations.
• Assists in budget preparation and purchasing for the Records Unit.
• Identifies efficiencies to streamline processes and improve customer service.

Minimum Training and Experience

Required Education and Experience

• Associates degree level course work in business administration, information services, or law is preferred

-AND-

• At least two years of responsible experience in records management, paralegal services, or customer service work.

-OR-

• Equivalent combination of training and experience

Other Necessary Qualifications

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES Knowledge of:

• Business systems along with familiarity with financial operations and the principles and practices governing these operations.
• Customer service procedures as they relate to the functions of a business office.
• Operating computer systems

Skill in:

• Effective written and oral communication
• Conflict resolution
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Customer service
• Data Entry and data accuracy
• Multi-tasking
• Independent decision making
• Organization

Ability to:

• Interpret and apply City policies, regulation, procedures, standards and requirements
• Interpret and apply GRPD policies and procedures
• Interact with customers and staff in a professional manner
• Effectively and professionally communicate with others, both verbally and in writing, with proper usage of grammar, punctuation, vocabulary and spelling
• Perform a wide range of customer service functions with speed and accuracy and apply good judgment within the scope of authority
• Communicate with others and to assimilate and understand information in a manner consistent with the essential job functions
• Make sound decision in a manner consistent with the essential job functions
• Read, understand/follow instructions and provide training as needed
• Maintain professional working relationships with others
• Receive or work with sensitive informational matters and preserve confidentiality

Other Information

We Offer

• Medical, Dental, and Vision starting on Day 1
• 6% employee 401a contribution with employer matching (6% or 7% based on bargaining unit)
• Employee & Employer contributions to Retiree Health Savings Account
• Voluntary benefits such as term life insurance, flexible spending accounts, accidental insurance, disability insurance, and deferred compensation plan options
• Twelve Paid Holidays
• Paid Vacation and Sick Time
• Paid parking (if applicable)
• Employee Home Ownership Incentive
• Tuition Reimbursement and professional development opportunities
• Paid Parental Leave
• Employee Assistance Program with free mental health counseling
• Comprehensive Wellness program with a health and wellness incentive
• Employee Discounts and Perks

Should an applicant need any disability related accommodation or other consideration in the application or selection process, please notify the human resources department upon submittal of application The City of Grand Rapids does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy or gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.