This position is responsible for performing administrative support work assisting police personnel, the public, or others with police department services. The work requires contact with sworn and civilian members of the police department, other City departments, other jurisdictions and/or the courts, and private sector firms that provide support services, to exchange information and thereby facilitate law enforcement. The work requires a reactive approach supplying and seeking information on spe... more details
Job Summary
This position is responsible for performing administrative support work assisting police personnel, the public, or others with police department services. The work requires contact with sworn and civilian members of the police department, other City departments, other jurisdictions and/or the courts, and private sector firms that provide support services, to exchange information and thereby facilitate law enforcement. The work requires a reactive approach supplying and seeking information on specialized matters related to the division/department. The incumbent's work is directed following prescribed or well-established procedures. Work is routinely performed independently without close supervision. Work that involves high profile incidents is given closer attention, requiring collaboration with command staff. The daily actions of the incumbent have a direct impact on service delivery to the Rockville citizens. Work is performed under the general supervision of the Administrative Services Bureau Commander.
Essential Job Functions
Serves as the point of contact for Maryland Public Information Act (MPIA) requests submitted to the police department. Logs, tracks, collects responsive records, and responds to public records requests submitted to the Rockville City Police Department by email, phone, mail, and in person. Informs requestors of MPIA procedures.
Works independently to assess the scope of records requests; works closely with Police Department divisions and staff in the City Attorney’s Office and City Manager’s Office to manage the release of records.
Performs review and redaction of written incident reports, body-worn cameras, and patrol vehicle video evidence before release. Ensures confidentiality of police department records in compliance with Maryland Law.
Participates in mediation for disputed MPIA requests; works closely with city management and city attorney staff to report MPIA findings to the State of Maryland Ombudsman.
Processes subpoenas submitted to the police department; coordinates with department personnel to collect responsive records and deliver records directly to requestors. Works closely with Montgomery County, Maryland government agencies to deliver records for discovery and ongoing litigation.
Maintains police department databases and performs queries as directed; inputs records into record management systems; performs administrative file maintenance in compliance with retention schedules and expungement orders.
Performs local criminal background record searches for federal security clearances, law enforcement agency employment, and firearms transfers; assists department personnel with fingerprinting services.
Responds to requests of citizens who call into the police department seeking routine information and assistance. Provides instruction to requestors on the appropriate local agencies to contact for services.
Performs filing duties; prepares outgoing correspondence for mailing and distribution, including making all necessary copies; gathers source materials for the preparation of reports, articles, memoranda, and other purposes.
Assists front desk personnel to assist customers; staff front office desk to process license applications, process payment for fees and fines, and provide information to citizens seeking police department services.
Performs necessary secretarial duties including typing and filing, which utilize word processing and data processing equipment.
This position will cross train with the Quartermaster’s office to be proficient in those duties as well
Assists with other duties as assigned.
Qualifications
Education and Experience: Graduation from high school or a High School Certificate of completion recognized in the State of Maryland. Successful completion of an extensive criminal history check (or background investigation) before appointment. Must possess a valid driver’s license. Preferred Qualifications:
Experience processing law enforcement records for disclosure under Maryland General provisions Title 4 - Public Information Act; previous experience interpreting and citing complex legal statutes preferred.
Knowledge of Evidence.com, Redactions Suite, and Axon Body Worn Camera systems.
Experience with Microsoft Office 365 (Outlook, Word, Excel, Teams) preferred.
Special licensing, certification, designation, or access (such as MILES/NCIC/LInX).
Knowledge, Skills, and Abilities
Excellent written and verbal communication skills
Ability to work under pressure and maintain confidentiality of highly sensitive material that can be graphic.
Ability to work independently, requiring the ability to remain organized to manage high-volume workloads prioritizing critical tasks to meet strict legal deadlines.
Skills in problem-solving to select, organize, and logically process problems, requiring the ability to process large volumes of information while ensuring accuracy and attention to detail to deliver solutions in a dynamic environment.
Ability to maintain close working relationships with other employees, department heads, public, and external agencies.
Ability to interact with diverse populations to utilize customer service principles to convey concise and accurate explanations of policies, procedures, and requirements, including the ability to de-escalate situations.
Knowledge of basic secretarial, clerical, and office procedures, including the use of standard office equipment such as telephones, word processors, fax machines, and data processing equipment.
Knowledge of, or ability to rapidly acquire and use knowledge of, the police department and function-specific policies, procedures, and practices.
Knowledge of, or ability to rapidly acquire and use knowledge of police directories, manuals, specialized computer systems, and databases.
Ability, as pertinent to the assignment, and flexibility to work rotating or fixed shift hours dependent on the need of the assignment.
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