Police Records Assistant
City of Boise

Boise, Idaho

Posted in Community Services

This job has expired.

Job Info

Summary Statement

The City of Boise is looking for an organized team player to join our Police Department's Records Division!

The Police Records Assistant is an integral member of the Police Records Unit. Under the general supervision of a Police Records Supervisor, the Assistant performs a wide variety of general police clerical work to handle police records and information. The incumbent will enter data, law enforcement records, staff the front counter at the Police Department, and receive non-emergency calls. A Police Records Assistant supports department operations by performing various administrative tasks, including the police records management function. Reads and interprets crime reports from various sources. Provides time-sensitive assistance to officers, detectives, other staff, and administration communicates departmental policies and procedures to the public and city employees. Works independently under general supervision within established guidelines and policies.

The Ideal Candidate Will:

  • Possess knowledge of computers and various software; database principles and applications; correct English language usage, including spelling, grammar, and punctuation.
  • Have the ability to learn police records activities, applicable laws, rules, and regulations relating to law enforcement records, and law enforcement codes and terminology.
  • Enter and verify data with a high degree of accuracy; recognize and correct input errors.
  • Review documents related to department operations; observe, identify, and problem-solve office operations and procedures; learn to interpret and explain department policies and procedures.
  • Maintain the confidentiality of information as prescribed by law.
  • Organize, prioritize and coordinate work activities; work independently and effectively with others in a team environment; multi-task.
  • Communicate clearly and concisely, both orally and in writing.

Essential Functions

Processes police records according to records management regulations, policies and procedures. Reads and interprets crime reports, including city, state, and federal statutes, and utilizes the FBI guidelines to classify the events into the records management system. Maintains security, privacy, and confidentiality of police records. Determines which police records can be released to other law enforcement agencies or other government agencies according to the city and state public records policies and procedures. (30%)

Classifies and updates police report data and documents that have been electronically transferred into the Records Management System (RMS) using the National Incident-Based Reporting (NIBRS) federal regulations. Provides error checking and system/data audits for quality. Prepares the Law Enforcement Officers Killed and Assaulted (LEOKA) and Hate/Bias reports. Enters, updates, purges, and validates pertinent data in the ILETS/NCIC system according to governing regulations, policies and procedures. Scans case supporting documents into the RMS. Audits electronic data for quality and prepares materials for publication according to set standards. (30%)

Provides administrative and technical support to internal police staff by determining the information needed, creating information packets and files, and utilizing NCIC/ILETS, RMS, and related software systems to conduct research on people, places, vehicles, etc required. Assists the public in obtaining police services by determining their needs and directing them to the appropriate resource, including suspects, victims, and witnesses of crime. Advises public and staff of procedures required to access police records. Responds to a variety of inquiries concerning law enforcement information.

Assists internal police employees with various records inquiries by writing letters or other documents requiring specialized knowledge. Contacts others orally and/or in writing to obtain information. (30%)

Packages case reports for submission to the City of Boise and Ada County Prosecutors Offices, including submitting electronic documents, photos, and citations. Coordinates with operations units to assist with compiling complete case reports. Coordinates with outside agencies to provide and gather information necessary to process cases. Ensures all agencies involved have appropriate paperwork about relevant cases. (10%)

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. Total Percentage = 100%


Required Knowledge, Experience, And Training
Two-years of experience working in a professional office environment, using computer software systems to enter data, handling records and providing customer service via personal interaction and telephone, and a high school diploma, GED or an equivalent combination of education and/or experience.

Working knowledge of general office practices and procedures; general office equipment; word processing, spreadsheet and database software; customer service techniques; the functions of law enforcement.

Ability to perform all essential functions independently or as part of a team; gather, organize, and evaluate crime report data; display tact and discretion; operate with sound professional judgment and ethics; handle mathematical computations with accuracy; maintain confidentiality; maintain a large amount of data with a high degree of accuracy; display an attitude of cooperation and work harmoniously with all levels of city employees, the general public and other organizations; communicate effectively in the English language at a level necessary for efficient job performance; complete assignments in a timely fashion; understand and comply with all rules, policies and regulations; maintain prompt and regular attendance; perform all essential and marginal functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be able to successfully pass BPD background investigation.

Preferred Knowledge, Experience, And Training
Two years of direct experience in law enforcement records; NCIC certification and teletype familiarity; understanding of the National Incident-Based Reporting System (NIBRS) and guidelines.

Licensing And Other Requirements
National Crime Information System (NCIC) certification within six months of employment.

Special Requirements
Applicants must be able to pass:

City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation

Criminal Justice Information System background check (CJIS)

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts
While performing the duties of this job the employee is occasionally lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds. The noise level is occasionally moderate. Work includes sensory ability to talk and hear. Work in this position also includes close vision, distance vision, peripheral vision and depth perception. Employees will sit, stand, walk, reach and grasp.

Working Environment
The work environment will include inside conditions.
This position works: day, swing and night shifts as well as weekends and holidays.

This job has expired.

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