Digital Records Technician

Class Summary

Assigned to: Casper Police Department

Incumbent is responsible for providing technical and administrative support tasks related to digital records.

REPORTING STRUCTURE:

Receives general supervision from the Police Technologies Manager or higher-level management staff.

Typical Class Essential Duties

1.Receives, tracks, and processes written, electronic, and verbal routine requests for public records.

2.Researches and compiles data in response to specific requests.

3.Responds to requests from user agencies, attorneys, and the public for records.

4.Catalogs, copies, reproduces, redacts, and distributes digital records using computer software and web applications.

5.Enters information into applicable databases and/or other computerized systems to track and maintain records and relevant deadlines.

6.Provides technical support to department personnel, attorneys, and community members in review of released or transferred digital media.

7.Provides various general administrative support duties, including drafting standard correspondence, entering data, filing documents, copying materials, and answering and directing phone calls and visitors. Facilitates the preparation of professional, department-sponsored, digital presentations or images.

8.Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.

9.Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):

Knowledge of:

• Filing and recordkeeping practices.

• Handling confidential information.

• English language, grammar, and punctuation.

• Modern office procedures, methods, and equipment.

• Computer data entry systems and related software applications.

• Customer service principles.

Abilities (position requirements at entry):

Ability to:

• Routinely demonstrate the City of Casper core values.

• Interpret type, categorize, and maintain records for the Casper Police Department.

• Troubleshoot research and resolve inquiries and requests.

• Pay high attention to detail.

• Meet established deadlines.

• Maintain confidentiality.

• Learn record retention policies and practices.

• Learn digital imaging systems and software.

• Maintain an efficient record-keeping system.

• Learn and apply local, state, and federal laws, rules, and regulations.

• Work closely with all Government entities.

• Prioritize and coordinate workloads.

• Demonstrate organizational skills necessary to support efficient record management.

• Be cognizant of detail and concerned for accurate placement and retrieval of records.

• Organize records in an easily retrievable fashion.

• Operate a variety of modern office equipment and tools.

• Maintain a neat and professional appearance.

• Follow written and verbal instructions and direction.

• Communicate effectively verbally and in writing.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.

Skills (position requirements at entry):

Skill in:

• Developing and maintaining filing and recordkeeping systems.

• Operating digital imaging systems.

• Interpreting and implementing records retention policies.

• Researching and assessing data and information.

• Assembling, organizing, and filing data and information.

• Implementing and monitoring policies and procedures.

• Utilizing modern office equipment.

• Detail-oriented.

• Organization.

• Applying local, state, and federal laws, rules, and regulations.

• Operating modern office equipment, software, and operating systems/applications.

• Typing and data entry.

• Providing customer service.

• Oral and written communication, sufficient to exchange or convey effective information and to receive work direction.

• Operating in a courteous, knowledgeable, and tactful manner with customers, staff, and the general public.

Training, Experience & Certifications

EDUCATION and EXPERIENCE

• High school diploma or equivalent (G.E.D.) required.

• Associate degree in digital technology, information technology, business administration, or a related field preferred.

• Minimum of one (1) year of experience in administrative support and customer service or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed below.

• Experience with law enforcement, data management, or information technology preferred.

LICENSING and CERTIFICATIONS

• Possession of a Wyoming driver's license is preferred.

Supplemental Information & Physical Requirements

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Women, minorities, and individuals with disabilities are encouraged to apply.

Employment with the City of Casper is contingent upon a successful background screen and pre-employment drug test.

As a condition of employment, the successful candidate must utilize direct deposit for payroll purposes.

Driving records are required for all new employees regardless of the position's driving requirements. If the employee has not held a Wyoming driver's license for the last three years, the employee must provide at their own initiation and expense a driving record from their previous state(s) of residence.

Physical and Environmental Requirements:

Physical and Environmental Conditions:

City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include:

• Emergency response/rescue

• Handling or working with hazardous materials, including chemicals as well as solid and liquid waste

• Operating or maintaining water and wastewater systems

• Writing or modifying code, maintaining or modifying City data systems including work on networks, servers, and communication systems

• CDL operations and driving

• Operating power-driven machinery or equipment

• Creating or modifying health, financial, security and or risk documents or assessments

• Working with or directing minors

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents typically work indoors in an office environment and are subject to the common noises associated with office work including telephones, copiers, and printers. The position requires frequent sitting, typing, and customer contact, both by telephone and in person.