Records Technician


End Date:
Date Posted:
Job Code:
109 3rd Ave S
United States of America



PAY: $16.44/hour - $17.89/hour

I.  Purpose of Job  

Under general supervision, compiles and maintains accurate records relating to the activities of the Police Department. Duties also include answering questions and receiving public records requests whether by phone, at the front window, or online submittal. Performs software data entry reviews to ensure compliance with TIBRS requirements.


II. Essential Job Duties 

A.  Administrative

  • Performs numerous duties that are clerical and secretarial in nature including answering the telephone, forwarding calls, answering questions from the public, relaying messages/direct calls to appropriate individual, making copies, etc.
  • Assists department personnel in appropriate records completion and appropriate filing.
  • Ensures report data have been entered appropriately and in compliance with TIBRS requirements for state submittal.
  • Distribute forms, reports, correspondence and other related materials as needed.
  • Communicates with department personnel and other individuals as needed to ensure job task accomplishment.
  • Compiles and ensures appropriate software entry of uniform citations as well as traffic crash reports by department personnel.
  • Assists with maintenance of the department’s centralized records function.
  • Ensures incoming mail is appropriately distributed and prepares outgoing mail.
  • Assists with confirming records are in compliance with the TIBRS guidelines.


B.  Public service

  • Answers questions from the public, or department relating to police records; releases records during public records requests as appropriate; collects fees as required by departmental policy; maintains burglar alarm data base; issues permits and collects fees according to policy.
  • Provides assistance relating to customer accounts or department services, fees, or other issues; updates and closes customer accounts for alarms; responds to routine questions or requests.
  • Performs local background record checks for appropriate military and probation background investigators in accordance with state law and departmental policy.
  • Greets and directs visitors to the appropriate division/individual within the department.


III. Other Job Duties

Performs other job duties as assigned, including:

  • Handles front desk during exceptional busy times or when vacant, and occasionally during front desk lunch/breaks periods.
  • Completes all other tasks as assigned.


IV. Primary Job Challenges

Primary challenges of this position include ensuring high levels of customer satisfaction are achieved.


V.  Equipment Operated

General office equipment

  • Computer Skills:

Is knowledgeable and proficient with computers. Operates a computer to enter, retrieve, review or modify RMS data. Verifies accuracy of data and make corrections as appropriate; assists in troubleshooting relevant computer software problems; utilizes word processing, spreadsheet, database or other software programs.


VI. Key Competencies Required

  • Job Content Knowledge:

Has thorough knowledge of the policies, procedure, and activities of the City and general office practices as they pertain to the performance of duties relating to the position of Records Technician. Has thorough knowledge of general office and record keeping practices as necessary in the completion of daily responsibilities. Has thorough knowledge of the rules of maintaining law enforcement records. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, etc. as they pertain to departmental operations and activities. Is able to use independent judgment as situations warrant. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.


  • Language Skills:

            Ability to read, analyze, and interpret general business periodicals, professional            journals, technical procedures, or governmental regulations. Ability to write reports,    business correspondence, and procedure manuals. Ability to effectively present   information and respond to questions from groups of managers, customers, and the public.


  • Mathematical Skills: 

            Ability to add, subtract, multiply, and divide in all units of measure, using whole   numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent    and to draw and interpret bar graphs.


  • Reasoning Ability: 

            Ability to apply common sense understanding to carry out multi-step instructions             furnished in written, oral, or diagram form. Ability to deal with problems by choosing            from several known choices with frequent reliance on how problems were dealt with   before.


  • Teamwork:  

Develops constructive and cooperative working relationships with others. Encourages others to express their ideas and opinions. Provides input into identifying and solving problems. Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner. Willingly assists others with job tasks when appropriate. 



VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:


  • Frequently maintain stationary position.
  • Frequently move.
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
  • Regularly moves about inside the office to access filing cabinets, computer, etc.
  • Occasionally ascend/descend or work atop surface.
  • Frequently positions self to different  areas in the workspace.
  • Regularly communicates with citizens, and co-workers.
  • Regularly transports up to 10 pounds.
  • Frequently transports up to 25 pounds.


Work Environment:  Performance of the essential duties of this job requires:


The work environment is moderately noisy (examples: business office with phones, computers, printers, and light people traffic).


Minimum Requirements


VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through attainment of a High School diploma or general education degree (GED), plus six to twelve months of related experience and/or training; or equivalent combination of education and experience.

Required Certifications/Licenses:       

  • TIBRS - Tennessee Incident Based Reporting System training within one year of hire
  • Maintain TIBRS certification through Tennessee Bureau of Investigation (TBI) annually.