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The duties of the position include but are not limited to: transcribing correspondence, documents and forms; researching and responding to inquiries; filing; and serving as receptionist for the department. This position is under the supervision of the Police Records Supervisor ESSENTIAL DUTIES AND RESPONSIBILITIES: 1. Provides secretarial support to all members of the police department. These duties shall include: typing documents, reports and correspondence; proofreading for typing accuracy; composing and preparing routine correspondence; taking and relaying messages. 2. Transcribes various reports from police officers' reports, supplemental reports for officers' case files, official department letters and investigation reports for referral to legal counsel. 3. Types press releases and coordinates state and local mailings of police information. _ 4. Responsible for formatting and typing updates to office policies such as rules and regulations manual, emergency operating procedures and standard operating procedures. 5. Compiles information and prepares various special police reports on a weekly, monthly and annual basis; and disseminates to appropriate staff and agencies. 6. Conducts MINCIS /NCIC /CSIS validations. 7. Answers incoming calls, directs calls and takes messages. Provides information, answers questions and directs visitors to appropriate department personnel. •aolelnoleo pue jaq!aosuejl `s:podai `iauueos `au!yoew xel `ouigoew obelsod `euiyoew Ad °aalndwoo leuosaad `euoydelai a3sn 1N3WdinD3 (INV 6 •speol�aonn plead ui pue sa!l!aoiad bu!6uego aapun �aonn of Al1l!ge pue Apjgxal •g •juawd!nbe palsll jo uo!jeaado ui II!NS •g •sainp000id pue saoljaeid eogo uaapow jo 96palnnou� elgeaap!suo0 •.v .uo!jewiolu! }o seoald ald!llnw az!uebio/Alpselo pue spjooaa ulelu!ew uoilewjojul a9y }e6 of Al!I!q`d T •aaenos I!ew -a pue asege}ep `jaagspeaids `6u!ss000id pions asn of Al!I!gy z •slewiol leao pue ua:g!ann ylog ui ollgnd eqj jo saagwew pue siaNionn -oo qj!m Alleuolssajoid pue Alanip ajeo of Al!I!gy S3111lI8d (INV SIIIAS 39031MONN U:IVSS303N •wei6oid jel!w!s io `luelslsse an!JeJIs!u!wpe `IelaeIaa39s a u! weiboid Aaepuooes -jsod e ,jo uo!laldw •£ •�uawuoa!nua 901 ue ul saolnlas l e!J e}aaoas 6uip!noid eoualjadxe snolnajd sieeA aaayl Z •juawpedep aollod a ui eoualaadxe leopolo jo l e pejajoes sno!naad SNOI1d013nvn6 (1MJIS3a •suo!leo!unwwoo uallpm pue leao yjoq y }!nn Al!I!ge pue sll!ls palealsuowaQ •.v •sll!Ns builleds pue jewwej6 leuo!jd93x3 T •paeds 6uldAj wdnn g9 ;aaaoldx3 pue Noollno `193x3 `pioM 6u!pnloui ajem:gos ao!}}O :4osoao! {N gl!nn eoualaadx3 z a39 ao ewold!p looy3s g61H l :SNOI1dOIJi - ivn0 W(11NINIW •pau6lsse ao papaau se sa!lnp jagjo suuoj+ad Z •paalnbei se lauuosaad l.uewpedep ails pue siao!}}o yl!nn uo!leo!unwwoo o!pei Aaepuooes su!eluleW 6 •welsAS uollewaolul aw!a0 elosauu!lN jo ped se walsAs 6u!podaj aollod su!eluiew `sjuappui uo salt elep aalndwoo su!elulew :sjuappui pue sesua}}o sapo •sel!j ele!adoidde ui uo!}ewaojui lejuawpedap sel! j - pez!aoylne pue paj!nbei se spaooei luawpedep ao!lod woaj uo!lewaolu! sap!noad, •slenp!n!pul ao sluaw7pedep elepdoidde of slu!eldwoo pue sepinbu! sejno�j - ollgnd eqj woa} sepinbu! siannsuy •O � s PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hand to finger, handle or operate objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and /or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is moderately noisy. The duties listed above are intended only as an illustration of the various types of work that may be performed. The omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. STATUS: Non- exempt Reviewed by: Approved by: Dawn Weitzel, Assistant Oy Administrator Jamie Verbrugge, City Administrator CITY OF ROSEMOUNT POSITION TITLE: DEPARTMENT: ACCOUNTABLE TO: POSITION RESPONSIBILITY WRITE -UP APRIL 2004 Police Records Supervisor Police Department Police Chief SUMMARY OF POSITION Supervises the record keeping function of the police department in compliance with all applicable city, state and federal government rules and regulations. Performs a variety of supervisory tasks including scheduling, work assignments, evaluating and training of police secretarial personnel. ESSENTIAL DUTIES AND RESPONSIBILITIES 1. Responsible for all police records entries, modifications, retention and dissemination. Assures compliance of police department with all state and federal,laws pertaining to the maintenance, retention and dissemination of law enforcement data. 2. Provides technical supervision to clerical staff engaged in the performance of complex clerical tasks related to law enforcement records management. Coordinates the activities of the records section with other police divisions. 3.' Responsible for scheduling of clerical training, including in -house training. Trains and evaluates new clerical personnel Trains clerical personnel in personal computer operation. Completes reports as required. 4. Responsible for training police officers and community service officers in the use of the records management system, computer aided dispatch, web based police databases and other applicable law enforcement systems. 5. Reviews work of clerical personnel to check for proper coding, data entry accuracy, correct status, and correction of other errors. 6. Responsible for delegation and follow -up of tasks assigned to clerical staff including the following: policy and procedure, forms inventory, NCIC record validations, false alarm records, fingerprint card processing, mug -shot files and records checks. 7. Responsible for management of computer functions in the police department and serves as a primary contact person for the police department and assists the city IT personnel with computer functions within the police department as required. This includes training, trouble- shooting, maintenance and repair for hardware and software. 8. Serves as systems administrator for the police records management system, which includes assigning security levels, establishing passwords, troubleshooting, beta- •suol}eln6ai Vo8 }o 96palnnouN gbnoaogl Z •sainp000id pue soopeid aolj.o uaapow jo 96palnnouN g6noaogl `bulssaooid elep ol uoaloale pue sjel.ndwoo jo 96palnnou� 1 :S3111g18`d ONd S 1lI>IS 3Jd3gMON>I k�:1bSS303N 'apnll }de leoljewagjew pue leollsllels 6uoajS 'L •siauueos pue `saalulid `sialndwoo leuosiad doj. sap `juowabeuew ally `sNioNau `sesegelep `bulyslignd doINsap `sleegspeajds `6ulssaooad pions `swelsAs 6uljej9do :6ulpnloul swelsAs aa}ndwoo `}uawlnbe aolgo ul aoualaadxa 6ulloogs- algnoal ao 6uiulejl. snolnaid 6ulpnloul `punoa6Noeq buo lS •.9 -sllhls uol}eolunwwoo ua:}lann pue IW lu •9 •aoualaadxa Aaoslnaadns aa}aad •.v `Iuawuaalnua }uawaoaolua noel ul aoualaadxa aaIaad `aoualaadxa lepejaaoas sieaA g g .w.d.M 99 jo peads 6uldA wnwluli>N z •6ull4as pal*elaa _e ul aoualaadxa �aonn lualenlnbe ao uolleonpe Aiepuooes Iso sieeA only. jo wnw uil N :SNOlib'3I31g`d ( o vgnNINIW •saloua6e eollsnf leulwlao aaglo pue seowaS lelooS `Aawo:4V Allo `Aawol}y Ajunoo eqj ol. pue Alleuielu spodai asua}}o leulwlao jo lepwgns pue uoljaldwoo Alawll ainsue of sallnp uoliduosueal sjuawpedap aql sa6eueW .L� -saloua6e aollsnf leulwlao aayjo pue aollsnp leulwlao jo neoing `AleleS ollgnd jo }uawpedaQ eqj ql!m spodar pailnbei j0 6uilg col' alglsuodsaH g L •alnpegos uollonalsop pue uollualaa spaooei aqj ullnn eouepa000e w salg suleluleVy •spaooei juaw:pedep jol swelsAs 6uil4 eqj seslnaadnS '9L 4e1s leolialo aol bululeil, saIeulpJ000 pue spuawwooa�j 'tq smel elgeolidde jeglo pue Ioy seolloeJd eleo ayl, y}lnn aouepi0ooe ul elep pue spjooaa luawojojua noel jo asealai aqj aol sainpeooad sluaweldwi pue sdolanad •g 6 •poddns anlJeaIslulwpe pue }uawabeuew spiooaj aol speau lauuosaad pue juawdlnba aol suoll.epuawwooaa Aaele6pnq apinad 7 L -juawdlnbe jo juawooeldaa ao leuollappe 6uipuawwooei `saliddns aol..o 10 6uliepio `luawdlnbe aoglo jo iiedai pue aoueuelulew eqj jo uolleulpa000 aol alglsuodsa�j 'LL •walsAs gojedslp Pape aalndwoo pue ;uawa6euew spaooei 6uipjeBej sonssl aol SIJO ql!m uosiad joeluoo se somas 'O L •sesegelep aelp s pue `walsAS uolslnaadnS apinnajejS `db21W `1aNwuo `uwa}sAS u nned palewolny .ol: pallw11 Inq 6ulpnloul sasegelep }uawaoaolue noel snopen JOI aojeJlslulwpe S W91 S A S se sanJaS '6 waIsAs -ayj o} sluawaouequa spuawwooeH •walsAs spaooaj aq} jo sapei6dn pue uollellelsul aqj saasJano pue siopow saleulpa000 lauuos�ad 6ululeal pue `saigel �o� sapoo do 6ull�as `Bull a� 4 3. Thorough knowledge of Minnesota state laws pertaining to data privacy. 4. Ability to maintain integrity of confidential information. 5. Ability to work under deadlines and periods of stress. 6. Principles and practices of records management. 7. Supervisory skills, including evaluation, motivation, team building and discipline. TOOLS AND EQUIPMENT: General tools and equipment will include personal computers, numerous software programs, calculators, copy /fax/printer /scanner machines, telephones, intercoms, base radios, digital dictation equipment, various handwriting items and automobile. PHYSICAL DEMANDS The physical demands described herein are representative of those that must be met by an .employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of police records supervisor, the employee is regularly required to walk, sit, talk, and hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects; and to reach out with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel or crouch. The employee can occasionally be required to stand for extended periods of time. The employee must occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance visions, peripheral vision, depth perception and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Noise level in the work environment is usually fairly quiet while in the office, although the ability to work with constant noise distractions is required. The duties listed above are intended only as illustrations of the various types of work performed and are not all inclusive. This job description does not constitute an employee agreement between the employer and the employee, and is subject to change by the employer as the needs of the employer and requirements of the job may change. STATUS: Exempt Reviewed by: "44 Dawn Weitzel, Assistant C Administrator Jamie Verbrugge, City Administrator