Police Stenographer/Transcriptionist

ESSENTIAL DUTIES AND RESPONSIBILITIES

• TYPES REPORTS DICTATED BY DETECTIVES AND POLICE OFFICERS WHILE CORRECTLY ENTERING PROPERTY INVOLVEMENTS AND BOOKING FORMATION.
• EDITS DICTATION AS NEEDED WITHOUT CHANGING THE ACTUAL CONTENT OF THE REPORT.
• FOLLOWS-UP WITH OFFICERS TO VERIFY OR LOCATE MISSING INFORMATION.
• ENTERS DATA IN THE POLICE SPILLMAN SYSTEM FOR NIBRS CODING.
• DISTRIBUTES REPORTS TO APPROPRIATE PARTIES.
• CHECKS FOR ONLINE REPORTS, ASSIGNS CASE NUMBER AND COMPLETES RELEVANT INFORMATION.
• ENTERS BOOKING INFORMATION FOR CRIMINAL CHARGES.
• PROCESSS PAWN REPORTS AND FIELD INTERVIEW CARDS.
• ENTERS NEW INFORMATION AND UPDATES CURRENT RECORDS IN THE SPILLMAN DATABASE VERIFING THE ACCURACY OF NAME RECORDS, ALIASES, ADDRESSES, PHONE NUMBERS AND OTHER PERTINENT INFORMATION.
• MONITORS THE WHEREABOUTS OF DETECTIVES AND TRACKS NUMBER OF CALLS, ASSIGNS NEW CASES TO DETECTIVES, AND LOGS, TRACKS AND PREPARES DATA INTO REPORTS FOR DISTRIBUTION.
• ANSWERS INCOMING PHONE CALLS AND GREET WALK-IN CUSTOMERS, PROVIDES GENERAL AND SPECIFIC INFORMATION TO THE PUBLIC, ANSWERS QUESTIONS AND INQUIRIES, EXPLAINS PROCESSES AND PROCEDURES AND PROVIDES REFERRALS TO OTHER DEPARTMENTS OR STAFF AS NEEDED.
• RECEIVES AND LOGS ONLINE REPORTS, PREPARES CASE FILES, RUNS LICENSE PLATE CHECKS, WARRANT CHECKS AND OTHER CRIMINAL RECORDS CHECKS THROUGH NCIC, ILETS, DMV AND/OR FBI AS NEEDED.
• POLVES CLERICAL AND ADMINISTRATIVE SUPPORT SERVICES TO DETECTIVES AS NEEDED; MAINTAINS ACCURATE AND COMPLETE RECORDS, FILES AND DOCUMENTATION.
• ASSISTS IN OTHER AREAS OF POLICE DEPARTMENT SUPPORT.
• MANTAINS STRICT CONFIDENTIALITY IN ALL CASES.
• CROSS-TRAINS IN, AND PERFORMS THE WORK OF OTHER ADMINISTRATIVE PERSONNEL IN VARIOUS DIVISIONS OF THE POLICE DEPARTMENT AS NEEDED.
• KEEPS IMMEDIATE SUPERVISOR AND DESIGNATED OTHERS FULLY AND ACCURATELY INFORMED CONCERNING WORK PROGRESS, INCLUDING HIGH PRIORITI CALLS, PRESENT AND POTENTIAL WORK PROBLEMS AND SUGGESTIONS FOR NEW OR IMPROVED WAYS OF ADDRESSING SUCH PROBLEMS.
• PROVIDES ASSISTANCE, INFORMATION AND ANSWERS QUESTIONS FROM THE PUBLIC.
• PERFORMS OTHER DUTIES AS ASSIGNED.

ACCEPTABLE EXPERIENCE, TRAINING, LICENSES AND/OR CERTIFICATIONS

• High school diploma or GED;
• At least two (2) years previous experience performing customer service, clerical and administrative duties, preferably in a law enforcement setting;
• Successful completion of Police Department background check, CVSA and drug screening is required;
• ILETS and NCIC Certification is preferred;
• Successful completion of Police Department background check, CVSA and drug screening is required;
• CPR Certification is preferred.

CLASSIFICATION REQUIREMENTS

• The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty and be successful in the position.
• Knowledge of:
• Police Department functions, procedures, policies, rules and regulations related to the assigned function, including civil rules and State Civil processing laws and procedures;
• Customer Services procedures and techniques;
• Legal documentation, terminology and basic processes of the Court System and Prosecutors Office;
• Operation of a personal computer, job-related software and specialized systems such as Spillman, NCIC, ILETS, etc.;
• Current office practices and procedures;
• Recordkeeping and bookkeeping practices and procedures;
• English grammar, spelling, punctuation and composition.
• Skill and Ability to:
• Maintain up-to-date knowledge of policy and procedures related to assigned function;
• Provide relevant and accurate answers to questions from members of the public and City and Police Department staff;
• Enter and retrieve data accurately and efficiently into a computerized police system;
• Establish and maintain accurate records and files, both computerized and hardcopy;
• Respond to the public over the phone or in person in a tactful, pleasant, and courteous manner;
• Speak clearly and communicate accurate information to others;
• Use correct spelling and punctuation;
• Proficiently operate computers, software programs, such as Microsoft Word, Excel, PowerPoint, or similar office software to create documents and other materials, maintain information, and generate reports.
• Prepare accurate and grammatically correct written reports;
• Respond to citizen requests in a courteous and effective manner;
• Communicate effectively in the English language at a level necessary for efficient job performance.