Police Records and Communications Specialist

Work Schedule: Monday through Friday 6:00 AM - 2:30 PM (Flexible)- Emergency and Night Hours Possible All new employees must satisfactorily complete a background check. A conditional offer of employment may then be made contingent upon the successful completion of a drug test. This is a Non-Exempt Position.

Duties and Responsibilities: The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions: Receives and processes emergency and non-emergency telephone calls; listens to and keeps contact with police officers on assignment; and provides appropriate assistance to callers. Monitors police radio and dispatches officers. Serves as VCIN/NCIC TAC. Manages VCIN/NCIC criminal computer system; enters people/vehicles/guns/articles into the national system; reviews all entries by other dispatchers; and maintains all records in the system, including monthly and tri-annual audits. Coordinate access and recertification to VCIN/NCIC system, assuring all VCIN operators in the department maintain current certification and receive necessary updates. Enters and maintains all warrants and protective orders. Enters and maintains CAD Alerts and Trespass Notices. Enters and maintains all parking tickets; provides monthly reports to finance department. Provides FOIA request fulfillment related to Records requests ensuring compliance with applicable laws, regulations, and departmental policies. Knowledge of Virginia Freedom of Information Act. Processes all court ordered expunctions of arrests and cases. Merge cases and submit IBR to the state. Maintain confidentiality, security, and accuracy in all records, communications, and information handling activities. Ensure proper records retention, archiving, and destruction following approved schedules and legal mandates. Strong computer skills and familiarity with database systems, spreadsheets, and public safety software. May require shift work, including evenings, weekends, and holidays depending on departmental needs. Proficiency with data-entry standards, quality control procedures, and error-checking.

Additional Duties: Runs routine inquiry requests from officers, including criminal histories, driver licenses, vehicle registrations; sends both routine and emergency messages to other departments for officers. Notarizes documents as appropriate. Enters and maintains all arrests and court dispositions. Manages officers' court dates in Fairfax County's Court computer system. Tracks and reports State mandated data including but not limited to 988/Marcus Alert, LPR, Community-based policing, and IBR. Greets walk-in traffic at the front desk and provides information or reports as needed. Works as backup to Chief's Administrative Assistant as needed. Assists PIO with Highlights. Assists Records technician to complete Department tasks as needed. Train new dispatchers as needed. Collect data and Department statistics as needed. Performs related work as assigned. Responsibilities, Requirements and Impacts Data Responsibility: Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations. Gathers, organizes, analyzes, examines or evaluates data or information and may prescribe action based on these data or information. People Responsibility: People include co-workers, workers in other areas or agencies and the general public. Provides information, guidance or assistance to people that directly facilitates task accomplishment; may give instructions or assignments to helpers or assistants. Asset Responsibility: Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization. Requires responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the management of a small division.

Mathematical Requirements: Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems. Uses basic addition and subtraction, such as making change or measuring.

Communications Requirements: Communications involves the ability to read, write, and speak. Reads professional literature and technical manuals; speaks to groups of employees, other public and private groups; writes manuals.

Judgment Requirements: Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions. Decision-making is a major part of the job, affecting a major segment of the organization and the general public; works in a dynamic environment; responsible for developing policies and practices. Complexity of Work: Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job. Performs supervisory work involving policy and guidelines, solving both people and work related problems; requires continuous, close attention for accurate results and frequent exposure to unusual pressures. Impact of Errors: Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals. The impact of errors is extremely serious -- affects entire organization and impacts other activities/organizations and the general public.

Physical Demands: Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations. Equipment Usage: Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products. Supervises the use of machines, equipment or work aids involving extensive latitude for judgment regarding attainment of a standard or in selecting appropriate items. Unavoidable Hazards: Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken. Involves routine and frequent exposureto bright/dim light; dusts and pollen. Safety of Others: Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates). Requires considerable responsibility for the first-line supervision of the provision of continuous enforcement of the laws and standards of public health and safety.

Minimum Training and Experience: Requires High School graduation or GED equivalent supplemented by specialized courses/training equivalent to completion of one year of college in Communication, Dispatch, Public Safety, or closely related field. Requires six years 911/Computer Aided Dispatch, public safety radio systems or closely related experience.

Special Certifications and Licenses: Notary Public within 6 months of assignment VCIN certification Americans with Disabilities Act Compliance The Town of Vienna is an Equal Opportunity Employer. ADA requires the Town of Vienna to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Benefits: Benefits viewed here are for permanent, full time employees and may differ from part time, benefit employees. Interns, temporary, seasonal and other part time employees are not eligible for benefits. All full time permanent employees of the Town of Vienna contribute 5% of their annual salary to the Virginia Retirement System.