Listing Summary

The City of Woodstock, Georgia is seeking a Records Specialist/Terminal Agency Coordinator. This full-time position is an entry-level position, which works under the direct supervision of the Support Services Division of the Police Department. This position is responsible for ensuring agency compliance with all rules and regulations of the Georgia Criminal Information Center and National Criminal Information Center (GCIC/NCIC). Provides training, initial certification, recertification and review of work performed for GCIC/NCIC compliance. Additionally, the position is responsible for retrieving police reports; processing citations; verifying, retrieving, entering, and changing information stored on GCIC; dispersing information to police personnel and citizens; and entering and retrieving information on the in-house computer system.

ESSENTIAL JOB FUNCTIONS

• Identifies personnel training needs and makes recommendations for specialized training.
• Serves as the police department point-of-contact and liaison on matters relating to NCIC/GCIC and CJIS information access.
• Ensures all internal and external department contracts/agreements are in place and up to date as related to NCIC/GCIC.
• Ensure agency adheres to the proper use and handling of Criminal Justice Information (CJI).
• Adheres to GCIC/FBI CJIS validation program procedures for all GCIC entries.
• Maintains an updated listing of agency and vendor personnel with CJI access.
• Maintains an updated listing of agency ORI’s and terminals with CJIS network access.
• Advises and assists subordinates as to priorities and procedures and ensures compliance with departmental rules and regulations.
• Prepares and performs GCIC annual audits.
• Ensures the department maintains compliance with GCIC Rules and Regulations, Section 140.2.7 Audit Procedures.
• Maintains GCIC and certification records.
• Validates warrants and GCIC entries.
• Administration of training for all sworn and non-sworn WPD members and City of Woodstock employees as it relates to privacy and security, the dissemination of CHRI, use of the GCIC terminal, proper use of GCIC and NCIC procedure books and other related training. Responsible for maintaining, posting, and filing all procedural updates received from GCIC.
• Administers or oversees terminal operator training, certification/re-certification testing, and the reporting to GCIC regarding the certification/re-certification status of all terminal operators employed by the Woodstock Police Department and City of Woodstock.
• Maintains Security and Integrity training records.
• Reviews GCIC bulletins weekly and implements procedural changes as required.
• Receives training, testing, and certification as mandated by GCIC.
• Verifies all information stored on GCIC by monitoring validation reports from GCIC, completes form letters on each entry, and writes supplemental report to upgrade information. Verifies GCIC/NCIC entries.
• Runs suspended and revoked licenses taken by officers through GCIC for status, completes forms and makes copies of reports and licenses, mails original to state and files copies.
• Checks computer records and files records generated by the department.
• Schedules and supervises the issuance of permits and the completion of fingerprinting.
• Electronically communicates police messages to and from other agencies.
• Performs duties at the front desk including operating the telephone and assisting citizens.
• Assists general public in obtaining reports and information and collects money for various services.
• Conducts criminal history checks as needed to process case files and other requests.
• Completes background checks for the public.
• Assists various internal and external criminal justice departments in obtaining police accident and incident reports via phone, fax, e-mail, and in-person communications; adheres to open records law as applicable.
• Assists with fulfilling open records requests for police paperwork.
• Utilizes GCIC/NCIC to run criminal background checks for the public, alcohol permits, manager’s permits, and criminal investigations.
• Processes payments for reports, background checks, and fingerprinting services; balances cash drawer for daily deposit.
• Performs Georgia-based fingerprinting services for the public and WPD new-hire employees.
• Obtains and releases vehicle impound sheets to appropriate parties.
• Answers non-emergency calls for police and directs callers to the appropriate jurisdiction for service.
• Will be required to perform other duties as requested, directed, or assigned.
   

MINIMUM QUALIFICATIONS

Education and Experience:

Requires a High School diploma or equivalent; two (2) years of related work experience performing general office, communications, paralegal, or records management functions; or equivalent combination of education and experience.

Licenses or Certifications:

Requires a valid State of Georgia driver's license (or obtain by time of hire). Requires a valid Notary Public Commission from the State of Georgia (or obtain by the time of hire) and Georgia Crime Information Center (GCIC) certification. National Crime Information Center (NCIC) Entry­ Level certification preferred.

Special Requirements:

Must be 18 years or older at the time of employment; pass a background check and have no felony convictions or disqualifying criminal histories within the past seven years; and must be able to read and write English. Bilingual capabilities preferred.

Knowledge, Skills, and Abilities:   

• Knowledge of modern law enforcement principles, procedures, techniques, and equipment.
• Knowledge of court software.
• Skill in operating a police radio and modern office equipment.
• Skill in using MS Office including Word.
• Skill in communicating, both verbally and in writing.
• Skill in providing customer service.
• Skill in typing at least 50 words per minute.
• Ability to learn the applicable laws, ordinances, and department rules and regulations.
• Ability to establish and maintain effective working relationships with subordinates, peers, and supervisors.
• Ability to follow verbal and written instructions.
• Ability to learn the City's geography.
• Ability to multi-task in a challenging work environment.

For more informationor or to apply visit City of Woodstock’s web site: www.woodstockga.gov/jobs.