Police Records Specialist - Part-Time

We need to output HTML fragment with sections: headings

for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections if posting has real specific content. We have: - Anticipated Hiring Range: $21.96 - $28.01 => Pay section. - This position is a part-time, temporary appointment and is contingent upon the City’s operational needs and available funding. => maybe about role? Also schedule: shift-work including nights, weekends, holidays required; ability to work 10-hour shifts, four days per week, which may include nights, weekends, and holidays. So schedule info. - Job Summary: essential functions list. - Experience, Knowledge, Skills Minimum Requirements: list. - Preferred: Bilingual in Spanish and English. - Knowledge, Skills, And Abilities: list. - Essential Functions: list (some duplication). - Supervisory Responsibilities: None- no supervisory responsibility. - Travel: N/A None. - Work Environment & Physical Requirements: description. - EOE Statement, ADA Statement, Conditions of Employment: these are boilerplate to remove. We need to remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. So we should strip EOE, ADA, Conditions of Employment. We need to preserve all substantive information. We need to format using

for section headings. Use

• for any list of duties/requirements/benefits, and

  for prose. We need to decide sections: About the role (maybe job summary), Responsibilities (essential functions), Requirements (minimum requirements), Qualifications (maybe preferred?), Skills (knowledge, skills, abilities), Pay, Schedule, Benefits (none given), maybe Work Environment (could be part of About the role or separate). But we should only include sections if posting has real specific content. We have Pay: yes. Schedule: yes (shift work, 10-hour shifts four days per week, nights weekends holidays). Benefits: none mentioned, so omit. Work Environment: we have description; could be part of About the role or separate section like Work Environment. But we have no explicit heading for Work Environment in the list of allowed headings; allowed headings are About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. So we must fit content into those. Work environment could go under About the role or Responsibilities. Probably About the role includes job summary and work environment. Thus sections: About the role (job summary + work environment), Responsibilities (essential functions), Requirements (minimum requirements), Qualifications (preferred bilingual?), Skills (knowledge, skills, abilities), Pay, Schedule. We need to avoid duplication. Essential Functions list includes many items similar to Knowledge, Skills, Abilities. We should keep both but avoid duplicate lines. We'll extract unique items. Let's parse content. Job Summary paragraph: "Essential job functions to the Police Records Specialist position include transcribing dictated police reports and entering all dictated information into our Records Management System (RMS); process written reports, forms, and documents; respond to inquiries and requests for services from public, department personnel, and law enforcement agencies; enter and maintain warrant records for Greeley and surrounding municipal agencies. This position involves a variety of tasks including answering phones, completing computer queries, entries and cancellations; transcription from digital recordings to computer; assisting the public in person and via telephone; assisting officers and personnel from other criminal justice agencies via phone and in person; disseminate records, in compliance with State and local government policies; filing; use standard office equipment. Primary assignments vary daily, and all full-time employees perform all tasks by rotating through the various assignments each week. We are a 24/7 operation, and shift-work - including nights, weekends, and holidays is required. A thorough background check, drug test, and polygraph examination will be conducted." That's a lot; we can keep as prose. Work Environment & Physical Requirements: "Heavy public contact in person and by telephone. Works primarily in an office environment. Extended periods of time at a fixed workstation. Frequent and inflexible deadlines. Vision enough to read computer keyboards, reference books, and other written documents. Communication skills to interface with other departments and agencies. Manual dexterity enough to operate computer keyboards, other office equipment, and to complete paperwork. Ability to work 10-hour shifts, four days per week, which may include nights, weekends, and holidays" We can incorporate into About the role. Now Requirements (Minimum Requirements): - High School diploma or equivalent. - One (1) – Three (3) years administrative support experience with increasingly responsibilities. - One (1) year experience working with Microsoft Word, Excel, Access, PowerPoint, or other equivalent software packages (will be tested). - One (1) year data entry and typing experience (will be tested). - Excellent customer service skills and experience working with the public. - OR Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job. - AND Possession of a valid driver’s license. We need to keep the OR/AND logic? Probably keep as prose. Preferred: Bilingual in Spanish and English. Knowledge, Skills, And Abilities list: - Ability to use or learn CAD, RMS, and NCIC/CCIC. - Ability to communicate effectively, both verbally and in writing. - Ability to multi-task and meet deadlines under pressure and with frequent Interruptions. - Ability to learn the organization, procedures, and operating details of the department/division. - Ability to work as an effective member of a team. - Ability to manage stressful situations. - Ability to work 10-hour shifts, four days per week, which may include nights, weekends, and holidays. - Ability to maintain the confidentiality and integrity of Police records. - Ability to perform routine clerical work including the maintenance of appropriate records and preparation of reports. - Ability to understand and carry out verbal and written directions. - Ability to establish and maintain effective work relationships with City staff and the public - Knowledge of general clerical procedures, practices, or operations as required. - Ability to maintain accurate and detailed records and record keeping systems. - Ability to effectively collaborate with team members in-person and remotely. - Ability to multi-task with inflexible deadlines. Essential Functions list (some duplicates): - Provides excellent customer service skills. - Displays basic math skills. - Communicates effectively, both verbally and in writing. - Effectively multi-tasks and meets deadlines under pressure and with frequent interruptions. - Maintains the confidentiality and integrity of Police records - Performs routine clerical work including the maintenance of appropriate records and preparation of reports - Understands and carry out verbal and written directions - Establishes and maintains effective work relationships with City staff and the public - Provides administrative support for the designated department, while meeting deadlines as assigned. - Performs routine administrative support including the maintenance of appropriate records and preparation of reports. - Enters pertinent and confidential information into computer system accurately. - Communicates effectively in person, via email, via virtual meetings and via telephone. - Communicates effectively both verbally and written. - Corresponds by meeting in person, via phone calls, emails, or written letters. - Establishes and maintains effective working relationships. Supervisory Responsibilities: None- no supervisory responsibility (maybe not needed). Travel: N/A None (omit). We need to avoid duplication: many items repeat across sections. We'll combine unique items under Responsibilities (essential functions) and maybe Skills (knowledge, skills, abilities). But we need to follow instruction: Use

  • for any list of duties/requirements/benefits. So for Responsibilities we can list essential functions. For Requirements we list minimum requirements. For Skills we list knowledge, skills, abilities. For Qualifications we list preferred bilingual. We need to avoid repeating same content across sections; but if it's in both original sections, we might still include but try to deduplicate. Let's extract unique essential functions (duties): - Transcribing dictated police reports and entering all dictated information into RMS. - Process written reports, forms, and documents. - Respond to inquiries and requests for services from public, department personnel, and law enforcement agencies. - Enter and maintain warrant records for Greeley and surrounding municipal agencies. - Answering phones. - Completing computer queries, entries and cancellations. - Transcription from digital recordings to computer. - Assisting the public in person and via telephone. - Assisting officers and personnel from other criminal justice agencies via phone and in person. - Disseminate records, in compliance with State and local government policies. - Filing. - Use standard office equipment. - Primary assignments vary daily, rotating through assignments each week. - 24/7 operation, shift-work including nights, weekends, holidays required. - Thorough background check, drug test, polygraph examination will be conducted (maybe condition of employment, but we can keep as part of About the role? Might be considered condition; but we can keep as part of About the role? It's a requirement of employment; but we already have Conditions of Employment removed. However this is a statement about pre-employment screenings; it's part of job description. Might be considered substantive; we could keep under About the role or Responsibilities? It's not a duty but a condition. Might be okay to keep in About the role as note. We'll keep as part of About the role. Now Responsibilities list (essential functions) we can format as
    • items. Now Requirements list (minimum requirements) as
      • . Now Skills list (knowledge, skills, abilities) as
        • . Now Qualifications (preferred) as
          • maybe just one item. Now Pay:

            Pay

            $21.96 - $28.01 per hour (anticipated hiring range)

            Schedule:

            Schedule

            Part-time, temporary appointment; shift work including nights, weekends, and holidays required; ability to work 10-hour shifts, four days per week.

            We need to ensure we don't include filler like "commensurate with experience". Not present. Now About the role: we need a prose paragraph summarizing job summary and work environment. We'll combine job summary paragraph and work environment physical requirements into a few sentences. Let's craft About the role:

            The Police Records Specialist transcribes dictated police reports, enters information into the Records Management System, processes written reports and forms, responds to public and agency inquiries, maintains warrant records, answers phones, performs computer queries, assists the public and criminal justice agencies, disseminates records per policy, files documents, and uses standard office equipment. The role operates in a 24/7 environment requiring shift work, including nights, weekends, and holidays, and involves heavy public contact, extended workstation use, and the ability to manage inflexible deadlines. A thorough background check, drug test, and polygraph examination are required.

            That seems good. Now Responsibilities: list of essential functions (unique). Let's list them: - Transcribe dictated police reports and enter information into the Records Management System (RMS) - Process written reports, forms, and documents - Respond to inquiries and requests for services from the public, department personnel, and law enforcement agencies - Enter and maintain warrant records for Greeley and surrounding municipal agencies - Answer phones - Complete computer queries, entries, and cancellations - Transcribe from digital recordings to computer - Assist the public in person and via telephone - Assist officers and personnel from other criminal justice agencies via phone and in person - Disseminate records in compliance with State and local government policies - File documents - Use standard office equipment - Rotate through varying primary assignments on a weekly basis - Work shift schedules that may include nights, weekends, and holidays - Maintain confidentiality and integrity of police records - Perform routine clerical work, including record maintenance and report preparation - Understand and carry out verbal and written directions - Establish and maintain effective work relationships with City staff and the public - Provide administrative support while meeting assigned deadlines - Enter pertinent and confidential information