Records Technician II

City of Dublin, OH
Dublin, Ohio
Full Time

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Class Concept

The City of Dublin is currently accepting applications for a Records Technician II position with the City of Dublin Police Department.

This position performs a wide variety of complex technical, confidential, clerical support, and customer service functions to the Police Department.

The hours of this position are Monday through Friday from 8:00 a.m. to 5:00 p.m.

Given the nature of this classification's duties/responsibilities, it has been designated as Non-Exempt under the governing Fair Labor Standards Act regulations and, therefore, is entitled to formal overtime compensation and/or formal compensatory time.

Supervisory Responsibilities: None

Examples of Duties

Essential Functions

Will be exposed to confidential and sensitive information in connection with, or incidental to, the performance of job duties.

Interactions with external contacts primarily focus on maintaining positive public relations, providing routine and complex information, and resolving issues at the Records Window, over the telephone, email, proprietary software, or by other means.

Solves routine problems and addresses customer needs requiring minimal judgment, primarily through the application of established processes and technical knowledge of departmental operations and procedures.

Examines arrest, incident, and accident reports for quality assurance purposes. Scans all related attachments into the City's proprietary software.

Prepares case documents for court proceedings.

Gathers and updates information through a database to submit required law enforcement reports.

Coordinates special duty assignments for sworn personnel.

Acts as a back-up for the Property Technician in his or her absence.

Processes and/or responds to requests for background checks, reports, and records requests from the public and media in person, over the telephone, email, proprietary software, or by other means.

Receives incoming calls, determines nature and urgency of calls, and routes calls as needed. Minimizes unnecessary call routing by providing effective customer service and resolving inquiries when possible ("driving first call final").

Types, processes, files and issues a variety of reports and records, including but not limited to, parking permits, parking citations, entering and release of impounded vehicles, and house watches; may be responsible for composing, maintaining, and distributing meeting notes.

Responsible for records management and retention including scanning and records destruction in accordance with established retention guidelines.

Attends required training related to public records law, as well as other training mandated by the department and applicable policies.

May be responsible for performing basic accounting responsibilities, including cash handling, preparing deposits, reconciling cash accounts, entering accounting data into the City finance system, and other related accounting tasks.

May be responsible for reviewing body and cruiser camera videos, transcribing content of media, and making necessary redactions to video footage in accordance with Ohio Revised Code and departmental policy.

May be responsible for preparing travel estimates, generating travel reports, arranging travel plans and training registrations, and creating purchase requisitions related to travel and training expenses.

Regular attendance in accordance with applicable rules, regulations, procedures, and laws

Performs other related duties as assigned.

Typical Qualifications

Minimum Qualifications

High School Diploma or GED equivalent.

At least two (2) years' work experience performing basic clerical and administrative support responsibilities; at least one (1) year of work experience performing clerical and administrative support in a law enforcement or criminal justice capacity preferred.

Entry level coursework or experience in Microsoft Office Suite (specifically Word, Excel, Outlook); Ability to learn the Police Department's specific law enforcement and public safety software.

Ability to acquire and maintain LEADS and NCIC certification. Other licenses or certifications relevant to specific job responsibilities may be required.

Special Requirements

Possession of a valid driver's license.

Must obtain and maintain a general notary public designation.

Please note: As part of the selection process, the preferred candidate will be required to participate in a complete and thorough law enforcement-specific background investigation and record check, polygraph examination, and pre-employment drug test as a condition of the City's offer of employment.

Physical Requirements

Ability to move about the inside of an office space to access file cabinets and office equipment.

Constantly operate a computer and other office machinery, such as a copier, fax machine, mobile device, shredder, scanner, etc.

Must be able to remain in stationary position at workstation throughout scheduled workday.

Ability to exchange information with co-workers and citizens through use of email system, telephone, and in-person interactions.

Ability to lift and move objects weighing 10 - 15 lbs.

Other Qualifications

Demonstration of the following established core values: Integrity, Respect, Communication, Teamwork, Accountability, Positive Attitude, Dedication to Service, Professionalism, and Commitment.

Compliance with training directives established by supervisory/managerial personnel.

Adherence to all applicable Federal and State safety laws, rules, and regulations and City safety policies/procedures.

Core Competencies

Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services, acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.

Time Management: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.

Priority Setting: Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.

Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn't show frustration when resisted or blocked; is a settling influence in a crisis.

Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

Interpersonal Savvy: Relates well to all kinds of people-up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

Boss Relationships: Responds and relates well to bosses; would work harder for a good boss; is open to learning from bosses who are good coaches and who provide latitude; likes to learn from those who have been there before; easy to challenge and develop; is comfortably coachable.

Comfort Around Higher Management: Can deal with more senior managers; can present to more senior managers without undue tension and nervousness; understands how senior managers think and work; can determine the best way to get things done with them by talking their language and responding to their needs; can craft approaches likely to be seen as appropriate and positive.

Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.

THE CITY OF DUBLIN IS AN EQUAL OPPORTUNITY EMPLOYER

Drug-Free Workplace

The City of Dublin is a drug-free workplace (AO 2.35) which prohibits the use of controlled substances including marijuana. As permitted by law and in accordance with City Policy, new hires must pass a pre-employment drug test before appointment to any City position. Please note, this position may be subject to additional restrictions pursuant to Administrative Orders 2.38, or as outlined in the posting.

EEO Statement

The City of Dublin is committed to establishing and maintaining an inclusive and equitable community. We work to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics. We actively celebrate colleagues' differences, support them through their careers with us, and prohibit discrimination and harassment. We strive to ensure equitable access to resources and opportunities that allow individuals and groups to feel safe, respected, motivated, and valued. Creating a culture of equity and belonging helps to ensure we meet the needs of all residents, visitors, and City of Dublin employees.

HEALTH BENEFITS

The City of Dublin offers a high deductible health care plan through United Healthcare that provides 100% coverage for preventative care. Employee or family coverage is available. Additionally our integrated wellness program, Healthy by Choice (HBC), allows employees to earn a waiver of all or a portion of the medical plan premiums.

HEALTH SAVINGS ACCOUNT/HEALTH REIMBURSEMENT ACCOUNT

Annually, the City will deposit 75% of your health insurance deductible amount into an HSA account in your name.

VISION AND DENTAL

The City pays 100% of the premium for dental and vision. Coverage levels will be explained in further detail at time of hire.

LIFE INSURANCE

The City pays 100% of the premium for 1.5 times your salary up to $150,000 term life insurance coverage for the employee. Supplemental insurance is available.

RETIREMENT PENSION

The City contributes 14% monthly toward retirement benefits offered through the Ohio Public Employee Retirement System. The employee pension payment share is 10% of gross salary.

VACATION

New employees accrue two weeks of paid vacation their first year. Vacation time increases with length of service time. Prior public service may be honored as service credit for vacation accrual.

PERSONAL LEAVE

Employees receive five prorated days of personal leave annually.

SICK LEAVE

Employees are advanced three sick days at the time of hire and accrue nine sick days in total annually.

OTHER

Ten paid holidays per year, employer paid short term disability, tuition reimbursement of up to $5,000 annually, recreation membership , and longevity pay after four years of full time completed service with the City of Dublin.

How many years of experience do you have as an administrative professional performing basic clerical and administrative support functions?