Are you passionate about customer service and take pride in delivering accurate, detail-oriented support to the public? The City of Dublin invites qualified candidates to apply for the position of Records Technician I. This position plays a vital role in supporting Police Department operations by serving as the first point of contact for visitors. Duties include greeting the public, providing accurate information, and directing individuals to appropriate services or personnel. The position also responds to inquiries by telephone and performs a variety of administrative and clerical functions, including typing, processing, filing, and issuing reports and records.
The nature of this work requires the candidate to work first shift hours Monday through Friday from 8:00 a.m. to 5:00 p.m; with a one hour lunch. This position is 100% in the office and does not have a remote work option.
As part of the selection process, the preferred candidate will be required to participate in and complete a thorough background investigation and record check, a psychological examination, and a pre-employment drug test as a condition of the City's offer of employment.Working at the City of Dublin is more than just a job – Join the City of Dublin today! In addition to a competitive pay plan, the City offers a comprehensive benefits program for our permanent full-time employees that includes, but is not limited to, the following:- Opportunity to earn premium-free medical, dental, and vision benefits
- Employer-provided contributions to Health Savings or Health Reimbursement Account
- Healthy By Choice Wellness Program
- Employer-provided Short-term Disability (Non-Union Employees)
- Employer-provided Life Insurance
- Vacation, Sick, and Personal Leave
- Longevity Pay
- Tuition Reimbursement
- Employee Assistance Program
- Dublin Community Recreation Center Membership
Given the nature of this classification’s duties/responsibilities, it has been designated as Non-Exempt under the governing Fair Labor Standards Act regulations and, therefore, is entitled to formal overtime compensation and/or formal compensatory time.
Supervisory Responsibilities: NoneProvides excellent customer service and acts as the first point of contact managing the reception window of the police department.
Employee will be exposed to confidential and sensitive information acquired incidental to, or as part of job responsibilities.
Interactions with external contacts primarily focus on maintaining positive public relations, providing routine and complex information, and resolving issues at the Records Window, over the telephone, email, proprietary software, or by other means.
Solves routine problems and customer needs requiring little or no judgment, other than application of normal processes requiring technical knowledge of department operations and procedures after a short period of orientation and training.
Processes data entry and utilizes technology, such as Axon Evidence, proprietary records software, and the State of Ohio Virtual Exchange (SOLVE), to complete assigned tasks.
Processes and/or responds to requests for background checks, reports, and records requests from the public and media in person, over the telephone, email, proprietary software, or by other means.
Receives incoming calls, determines the nature and urgency of calls, and routes calls as needed. Minimizes unnecessary call routing by providing effective customer service and resolving inquiries when possible (“driving first call final”).
Types, processes, files and issues a variety of reports and records, including but not limited to, parking permits, parking citations, entering and release of impounded vehicles, and house watches.
Responsible for records management and retention, including scanning and destruction of records in accordance with the City’s retention schedules.
Attends required training related to public records law, as well as other training mandated by the department and applicable policies.
Employee demonstrates basic skills in application of Microsoft Office.
Employee demonstrates the technological ability to proficiently learn intermediate Microsoft Office applications and the Police Department's proprietary software following employment.
Perform basic accounting responsibilities, including cash handling, preparing deposits, reconciling cash accounts, entering accounting data into proprietary software, process, and other basic accounting tasks.
Performs other related duties as assigned.
Minimum Qualifications: High School Diploma or GED equivalent.
At least two (2) years' work experience performing basic clerical and administrative support responsibilities or equivalent combination of education and experience.
Entry level coursework Microsoft Office Suite (specifically Word, Excel, Outlook), computer operations. Ability to learn proprietary software.
Ability to acquire and maintain LEADS and NCIC certification.
Ability to work independently and as a member of a team.
No specific license or certification requirement upon appointment, however, the Police Department may require a license or certification relevant to specific job responsibilities.
Physical Requirements: Ability to move about the inside of an office space to access file cabinets and office equipment.
Constantly operate a computer and other office machinery, such as a copier, fax machine, mobile device, shredder, scanner, etc.
Must be able to remain in a stationary position at workstation throughout the scheduled workday.
Ability to exchange information with co-workers and citizens through the use of email system, the telephone, and in-person interactions.
Ability to lift and move objects weighing 10 - 15 lbs.
Special Requirements: Possession of a valid driver's license.
Must obtain and maintain a general notary public designation.
Other Qualifications: Demonstration of the following established core values: Integrity, Respect, Communication, Teamwork, Accountability, Positive Attitude, Dedication to Service, Professionalism, and Commitment.
Regular attendance, as governed by and in accordance with applicable rules, regulations, procedures, and laws, is regarded as an essential requirement of this classification.
Compliance with training directives established by supervisory/managerial personnel.
Adherence to all applicable Federal and State safety laws, rules, and regulations and City safety policies/procedures.
Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services, acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.
Time Management: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.
Priority Setting: Spends their time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis.
Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
Interpersonal Savvy: Relates well to all kinds of people-up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.
THE CITY OF DUBLIN IS AN EQUAL OPPORTUNITY EMPLOYER
