Job: Coordinator- Records Management Unit

Position Summary: Under general supervision, performs a variety of administrative support functions to produce and maintain all crime reports, traffic accident reports, arrest reports, citations, and informational reports for the City of Cañon City Police Department.

Essential Duties and Responsibilities*: The essential duties and responsibilities listed below are central to the job or are the reason the position exists, and the employee must be able to perform each essential function satisfactorily. This list is not designed to cover or contain a comprehensive list of all duties and responsibilities. Duties and responsibilities may change at any time with or without notice. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Under minimal supervision the incumbent:

• Leads a crew of employees responsible for maintenance of police records and digital evidence.
• Provides expertise and guidance to Technicians I and II – Police Records and Technician I and II – Digital (Evidence) staff in completing their daily duties.
• Provides staff leadership and participates in the following common tasks.
• Receives and is responsible for the routine management of activity reports, citations, and digital evidence generated by police officers, detectives, and administrative personnel in the Police Department. 
• Reviews and monitors records and digital evidence for completeness and general accuracy. Enters report data into required law enforcement databases such as crime reports, traffic accident reports, arrest reports, citations, and informational reports following established procedures.  
• Distributes copies of applicable reports and digital evidence to appropriate agencies, such as Attorney General’s Office, District Attorney’s Office, Parole and Probation, various courts, motor vehicle department, City Clerk’s Office, Fremont County Sheriff’s Office, insurance companies, and other agencies and entities as requested.  
• Ensures digital evidence is appropriately tagged and categorized according to department policy and is responsible for monitoring and fulfilling requests for digital evidence and digital evidence dispositions in accordance with court orders, statute of limitations and Colorado Revised Statute requirements.
• Performs cashier and receptionist duties including collecting miscellaneous fees and payments, balancing cash drawer, answering telephones.  
• Maintains files of all citations and all police reports.  
• Completes court ordered, and other fingerprinting
• Performs Vehicle Identification Number inspections
• Completes sex offender registrations 
• Provides excellent customer service to external and internal customers including but not limited to effectively listening and communicating, providing accurate information, offering solutions.

Non-Essential Duties and Responsibilities*: The following duties, although not essential to the position, are important components to the smooth and efficient operation of the Division, Department, and City.

• Notarizes signatures.  
• Attends or completes trainings, seminars, and meetings as required. 
• Performs related duties as established by law or ordinance or as reasonably directed by the City.
• Provides training to department personnel, courts, and/or outside law enforcement agencies on use of digital evidence system, department procedures and best practices. 
• Coordinates with officers to ensure digital evidence issues are resolved.

* This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Knowledge, Skills and Abilities: The essential and non-essential duties listed below are representative of the knowledge, skills, and/or abilities required. The below list is not designed to cover or contain a comprehensive listing of all knowledge, skills and abilities that are required. 

• Knowledge of Federal, state, and local laws, statutes, ordinances, rules, and regulations pertaining to police records.
• Knowledge of the practices and methods of data entry and records management.  
• Knowledge of Police statistics and NCIC/CCIC computer systems.
• Knowledge of principles and processes for providing excellent customer service. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to communicate effectively verbally and in writing.
• Ability to write routine reports and correspondence.    
• Ability to enter police report data into required law enforcement databases following established procedures.  
• Ability to distribute copies of applicable reports to appropriate agencies.
• Ability to build effective relationships as needed with employees, government officials, contractors, vendors, and the public.
• Skilled in performing database record research.
• Skilled in working with digital and/or video evidence software. 
• Skilled in compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data with a high degree of organization, accuracy, and attention to detail.
• Skilled in records management and filing including archiving records and generating reports. 
• Skilled in cashier and receptionist duties including collecting miscellaneous fees and payments, balancing cash drawer, answering telephone, and ordering office supplies.
• Familiar with basic computer functions. Proficient in Microsoft Office Suite or related software. Knowledge of basic office equipment including but not limited to copiers, fax machines, multi-line phone systems, and adding machines.
• Provides excellent customer service to external and internal customers including but not limited to effectively listening and communicating, providing accurate information, offering solutions, assisting in resolution, and ensuring timely follow up as needed.

Minimum Qualification(s):

Please note, the following are disqualifiers from employment with the Canon City Police Department:

• Any felony convictions.
• Any misdemeanor crimes involving moral turpitude.
• A fugitive from any jurisdiction.
• Arrest history, despite conviction status, for any crime of moral turpitude.

Experience:

• Minimum of Four (4) years responsible work experience in a criminal justice or office setting.
• Minimum of One (1) year of supervisory experience

Education:

• High school diploma or equivalent.

Licenses/Certifications

• Valid Driver’s License and satisfactory driving record.
• Colorado Notary Public Commission within six months of hire, may be extended at Chief’s discretion.
• Colorado Records Network Master Records Technician within one year of hire, may be extended at Chief’s discretion. 

Any acceptable combination of education, training and experience that provides the listed knowledge, abilities and skills may be substituted.

Preferred Qualification(s):

Experience:

• Minimum of Two (2) years in records and/or digital evidence management in a criminal justice setting. 

Education:

• At least an Associates Degree in Public or Business Administration, Criminal Justice, or closely associated area of study.

Licenses/Certifications

• None

Physical Activities: 

While performing the duties of this job, the employee will travel within the City of Cañon City and Fremont County; majority of work time will be indoors with low noise levels. Physical demands of job require some lifting; pulling; carrying and pushing of objects –approximately 15 pounds. Frequent bending, simple grasping, finger/manual dexterity, standing, walking, twisting upper body, stooping, and hearing. Occasional climbing on stairs. Communicates verbally with City staff, outside agencies and the public in one-on-one settings, group settings and over the telephone

Additional Information

• This position will typically work Monday – Friday but will flex to working weekends and evenings based on seasonal, organizational or event needs. 
• This position will be required to attend occasional City Council meetings and/or other meetings and events after normal work hours. 
• Travel within the City of Cañon City and Fremont County will be required. 
• Frequent extension of workday to meet deadlines.

Additional Notification:

This position may be subject to a pre-employment drug test prior to hire, or reasonable suspicion testing after hire. The City of Cañon City, as a recipient of federal grant funds, maintains a strict drug-free workplace policy. The use, possession, or distribution of illegal drugs while on company property or performing job duties is prohibited and may result in disciplinary action up to and including termination. Although Marijuana and its derivatives, in some cases, are considered legal in the state of Colorado, they are still considered a Schedule I controlled substance under the Federal Drug Free Workplace Act (FDFWA), which makes their use, possession, or distribution illegal by City of Cañon City employees