Police Services Representative I

*Required schedule is Monday - Thursday 7:00 a.m. - 5:00 p.m. Some Fridays depending on need for coverage.

Job Summary

The Police Services Representative I provides administrative and records management support to the Police Department, ensuring the accurate processing, maintenance, and dissemination of law enforcement records and information. This position serves as a primary point of contact for the public, responding to inquiries, processing records requests, and providing assistance with departmental services. Responsibilities include entering and maintaining information in law enforcement records systems, preparing documentation for courts and other agencies, and ensuring the accuracy, confidentiality, and timely distribution of official records. The position also supports departmental operations through fingerprinting, document processing, and financial transactions in accordance with applicable laws, regulations, and departmental procedures.

Duties and Responsibilities

• Complies with all City policies and procedures, as well as applicable local, state, and federal laws, regulations, and requirements related to the performance of assigned duties.
• Demonstrates a respectful, collaborative, and team-oriented approach to work and establishes and maintains effective working relationships with coworkers, supervisors, external partners, and the public.
• Assists walk-in customers by answering questions and concerns; refers to appropriate department staff or provides information regarding other jurisdictions and surrounding agencies.
• Fingerprints and photographs adults and juveniles per court orders; fingerprints public for various reasons.
• Processes various types of documents from the public, records requests, including impound forms, fingerprint forms, background packets, ride along applications, and subpoenas.
• Accountability of cash drawer and monies received from records releases, Vehicle Identification Number (VIN) verifications, and various other monetary transactions.
• Merges case reports, supplements, arrest reports, field incident reports, and incident reports in the Records Management System (RMS); to include correcting inaccurate information in order to complete the merger process.
• Researches and prepares all documentation requested by internal City departments, courts and outside law enforcement agencies to include incidents, case reports, and background checks following state statutes and agency policies and procedures.
• Enters incidents, citations, and traffic accident reports into the Report Management System, to include researching incorrect information and ensuring only accurate information is placed into RMS.
• Assists the public in obtaining copies of records through telephone and personal contact.
• Answers phone calls giving law enforcement, public and internal offices accurate and relevant information.
• Submission of all documentation to District Attorney’s (DA) Office in a timely manner, to include electronic Felony and Juvenile Filings through eDiscovery (DA data entry system).
• Adheres to all departmental directives, rules, and regulations to ensure compliance.
• Ensures timely delivery of summonses to the appropriate court for successful prosecution.
• Maintains and reviews tow/impound reports to ensure timely entry into Colorado Crime Information Center (CCIC), as well as entry into RMS.
• Maintains case, supplemental, incident, and field interview reports, as well as summons and appropriate case attachments in Records Management System.
• Applies all applicable state laws, court decisions, and departmental rules and regulations regarding use and confidentiality of records.
• Performs other duties and responsibilities as assigned.

Supervisor Duties

This position does not have supervisory duties.

Work Environment

Work is performed primarily in an indoor office environment within a law enforcement facility, with moderate noise levels associated with computers, office equipment, telephone communications, and public activity. The position requires frequent interaction with the public, law enforcement personnel, court representatives, and other agencies, occasionally involving stressful situations, emotionally distressed individuals, or individuals exhibiting difficult or confrontational behavior. The employee may occasionally be exposed to loud noises associated with firearms and sirens during law enforcement operations. The position requires access to and handling of confidential, sensitive, and restricted law enforcement information, including criminal histories, investigative reports, and other protected records. The employee may also be exposed to unedited body-worn camera footage, photographs, reports, and other investigative materials containing graphic or disturbing content, including violence, injuries, death, vulgar language, sexual offenses, and other sensitive incidents. Work requires managing multiple competing priorities, responding to time-sensitive requests, maintaining a high degree of accuracy, and exercising discretion, professionalism, and strict confidentiality in a potentially stressful environment.