Job Description
Job Summary
Perform a variety of specialized public safety and criminal justice related duties to support the mission of the police department and preserve the integrity of confidential records. Adhere to city, state and federal law regulations regarding police records management.
Job Responsibilities
1. Properly triage reports and work assignments based on the priorities and activities of the department. Examine and verify all data prior to input, reconciling any discrepancies in records or files through research of departmental records, state, and/or federal criminal information sources such as FBI, NCIC, and SDDCI as needed. Create and update individual criminal history jackets.
2. Accurately transcribe dictation of case reports, supplement reports and information reports; and process oral and dictated legal documents for the Sioux Falls Police Department and Minnehaha County Sheriff’s Office. Transcribe Telephonic Search Warrants for the Sioux Falls Police Department, Minnehaha County Sheriff’s Office, and the Brandon Police Department according to South Dakota Codified Law.
3. Access records through proprietary software application to input, maintain, and update computer based criminal/non-criminal records and other law enforcement data including Uniformed Summons and complaint citations, warning tickets, parking tickets, and all associated Sioux Falls Police Department, Minnehaha County Sheriff’s Office, and Animal Control case reports. Verify and update cases to ensure that the data entered meets the FBI Incident Based Reporting (IBR) requirements.
4. Review and approve departmental accident reports, according to state guidelines. Electronically submit reports to the SD State Repository, according to South Dakota Codified Law.
5. Receive requests and inquiries regarding records information from the general public and law enforcement personnel in person, by phone, or by mail; assist and/or direct them to the appropriate personnel as necessary. Issue copies of, and collect fees for, reports as requested by individuals or agencies authorized to receive the reports according to South Dakota Codified Law.
6. Calculate, verify, and accept payments for licensing applications, court stipulations, and report fees, etc. Monitor and maintain Records Collection Fee Fund. Reconcile daily receipts and prepare daily reports for submittal of departmental accounting.
7. Accept and accurately process court ordered seals from the Clerk of Courts. Review and remove criminal records of defendant(s) on the court ordered seal and process the necessary steps according to procedural guidelines and South Dakota Codified Law requirements.
8. Receive and process requests and inquiries regarding criminal records information. As directed, extract and compile criminal history reports for other law enforcement agencies, department personnel, the Minnehaha County Sheriff’s Office, Federal Bureau of Investigation (FBI), South Dakota Division of Criminal Investigation (SDDCI), State’s Attorney’s Office, and Magistrate/Circuit Courts. Review and comply with court orders. Accurately draft correspondence and properly prepare documents for imaging and release.
9. Accurately prepare adult and juvenile arrest reports for processing by the States Attorney’s Office and the Clerk of Courts. Forward necessary supporting documentation and Uniformed Summons and Complaint Citations appropriately. Accurately prepare weekend and holiday arrest reports from surrounding law enforcement agencies and distribute the reports to the On-Call 48-Hour Holds Judge. Answer questions and provide supplementary information as requested by the Judge.
10. Receive and accurately process licensing applications and permits. Conduct background checks on all applicants. Review applications to ensure compliance with all applicable laws and policies. Make recommendations for denials, according to Sioux Falls City Ordinance requirements. Maintain necessary records and files to support the licensing applications and permits, including bond and insurance requirements. Verify and process False Alarms. Invoice residents and business owners in violation of Sioux Falls City Ordinance.
11. File and maintain confidential and other records according to the requirements of South Dakota Codified Law. Review and notarize documents according to the standards set forth by the South Dakota Notary Public Commission.
12. Organize Animal Licenses sold by community veterinary clinics and the Sioux Falls Humane Society. Input, maintain, and update licenses accordingly. Sell dog and cat licenses per Sioux Falls City ordinance requirements.
13. Safeguard confidential information. Run NCIC criminal history backgrounds for departmental personnel as requested and according to FBI requirements.
14. Monitor non-emergency phone reporting queues. Interact with the public to process non-emergent police phone reports and gather pertinent details within established policies and procedures to create police case reports.
15. Perform other such duties and functions as are necessary or incidental to the proper performance of this position.
Minimum Qualifications
Graduation from high school or GED certification supplemented by experience or training in clerical functions including typing and data entry skills, and computer skills related to document imaging processing; or any such combination of education, experience, and training as may be acceptable to the hiring authority.
Qualify for notary public license as required.
Obtain Criminal Justice Information Systems (CJIS) and National Crime Information Certification (NCIC) certification within 180 days of hire.
Must be willing to work weekends, evenings, holidays, and overtime as required.
Supplemental Information
Knowledge of modern office practices and procedures, including computers and peripherals such as Windows-based programs, digital imaging, and microfilm equipment.
Knowledge of record keeping and filing practice procedures.
Ability to prioritize a large number of user requests, meet deadlines, and perform in a multitasking environment, including the ability to handle numerous phone calls and inquiries.
Ability to take initiative and work under minimal supervision.
Ability to enter data utilizing computer equipment and a variety of applications and programs. Create and process a wide variety of materials, documents, and forms accurately and efficiently.
Ability to transcribe both oral and dictated reports and handle material that may be obscene, vulgar or graphic in nature.
Knowledge of proper business English, spelling, grammar, and punctuation.
Ability to make situational judgments when dealing with employees and the public.
Ability to interpret and apply state law, ordinances, resolutions, and policies of the City governing the licensing functions.
Ability to maintain a high degree of confidentiality regarding law enforcement, arrest documents, investigations, dispositions, and all criminal history records.
Possess strong oral, interpersonal and written communication skills.
Experience in public contact work.
Ability to deal with the public tactfully and courteously.
Ability to establish and maintain effective working relationships with law enforcement personnel, criminal justice agencies, and the general public in stressful situations.