Classification Summar y This position entails specific tasks that are technical in nature and require the ability to work with others to accomplish department goals and objectives. Performs specialized clerical and public contact functions in the maintenance, compilation and dissemination of complex police records for the Ruidoso Police Department. Maintains paper and web-based police records. This position is responsible for providing the public, District Attorney's Office and other agencies, as needed, copies of reports. Regular work hours are Monday - Friday 8 am to 5 pm, however extended hours may be required, including some weekend work. Must be able to adapt to flexible work schedule as established by supervisor. This position is under the general supervision of the Administrative Lieutenant or the Deputy Police Chief/Police Chief. Non-exempt FLSA. Job Title Summary Directs visitors and callers to appropriate staff. May assist the Village Clerk with receiving / completing IPRA (Inspection of Public Records Act) requests. I. Maintains files and records, makes copies, occasionally assists with fingerprinting, files and reports information to the state. Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues.

Confidential Employee Language Union Status:

Union Excluded. This position is excluded from the bargaining unit due to the confidential, managerial, administrative, or supervisory nature of its duties and is not covered by a collective bargaining agreement. Essential Job Functions The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Assists public and officers either on the phone or over the counter by providing information and assistance regarding requests for information for accident reports, fingerprinting and notary services, background checks and copies of reports, vehicle releases and related data; gathers information needed to respond to inquiries provides information specific questions which requires distinguishing between, and consideration of, sensitive/protected/confidential and public information and may require understanding or interpretation/explanation of legal documents and status; refers matters requiring legal interpretation to supervisor for resolution; may direct the public to appropriate agency to pay for ticket, file report or restraining orders, etc. Collects fees, issues receipts, balances and reconciles fees collected at end of each day; compiles numerical counts and routine statistical data to provide input to work production reports or official statistical reports. Performs basic clerical and administrative duties in accordance with RPD procedures and Village policy, including data entry, record keeping, preparing and processing various documents, pulling and maintaining files; receives, verifies, categorizes and enters data into the computer tracking systems; prepares and processes reports; reviews documents and data for compliance and accuracy; maintains and updates departmental files and records; prepares documents for filing. Updates Uniform Crime Reporting Program database; performs queries of information on computerized criminal justice systems for background checks, rap sheets, etc.; compares information and verifies correctness of information. Enters police reports, supplemental reports, affidavits for arrests and search warrants, criminal complaints and statements Must be able to use and have clear understanding of the fingerprint system equipment Submits all fingerprints to Department of Public Safety and FBI. Pulls in-car and body camera videos for discovery and redacts sensitive information. the video library and lapel cameras to export video/audio recordings. Needs to be Able to use Audio Multi Channel Player to export radio traffic and 911 calls. Enter and retrieve information from the accident reporting system, and Records Management System (RMS)documenting system for reports throughout the year and must maintain IR 8000 logbook and data. Converts records from paper to electronic and maintains both old paper files and new electronic files and logs all information when applicable. Maintains police reports, files and records, makes copies, sends faxes, distributes mail, and makes appointments. Run errands when necessary. Reviews and recommends files that are past retention periods for destruction. Work performed needs to meet deadlines and be thorough and complete. Public relations; must be able to establish and maintain professionalism and give excellent customer service when working with citizens, public officials, outside agencies and businesses. Responsible for maintaining a tidy and presentable records work area. Must be able to establish and maintain good ethical and respectful relationships with fellow co-workers. Maintain confidentiality of case sensitive information. Other Responsibilities or Job Requirements May assist Administrative Assistant with tasks assigned. Assists the Dispatch Supervisor with E911 assignments and addressing as requested. Must maintain a high level of computer abilities and keep up with changing technology. Completes personal timesheet accurately and timely. Ensures time is reported based on actual time worked. Adheres to all Village of Ruidoso's policies not limited to IT, Purchasing, and Personnel Manual. Ensure that any on-the-job injury is reported immediately and followed up with appropriate forms. Reports any suspected fraud, waste, and/or abuse to the Police Chief, Deputy Chief, or Administrative Lieutenant. Ensure any reports of harassment are immediately reported. Attend meetings, training, and workshops as needed. Ability to work in a team environment as well as independently with good time office skills and flexibility. Ability to handle and prioritize a variety of assignments and meet deadlines. Collaborate with supervisors and officers for operational improvements. The above statements are not a complete list of all responsibilities and duties performed by employees in this job. As a condition of employment, employees are required to perform other related duties and special projects as assigned. Qualifications High School Diploma or GED required. One year's general clerical experience or customer service experience required. Must demonstrate accurate typing and word processing skills. Additional technical certifications and training may be required. Must be eighteen (18) years of age Must wear appropriate clothing as required in Ruidoso Police Departments Policy Manual. Must pass a criminal background check. Must possess and maintain valid New Mexico motor vehicle operator's permit of appropriate classification and endorsement as required. Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law. MVR background checks may be conducted by the Village of Ruidoso Must be able to pass criminal history checks, credit check and be willing to take and pass a drug/alcohol test and comply with agency "Drug Free" Policy. Marijuana use within the last three years will be evaluated, among other background information, to determine whether a candidate will proceed in the hiring process. When considering the use of marijuana by an applicant, within the past three years prior to the time of application, the circumstances surrounding the candidate's use of uses of marijuana, the frequency of use, and the date of last use, are among the factors which will be closely evaluated to determine the candidate's suitability for consideration. Other applicable factors or circumstances may also be considered as deemed prudent and reasonable, such as the candidate's presence during the use of marijuana or continued association with people who use marijuana. All candidates must have a clean drug screen before hiring. Positions within the Ruidoso Police Department, Ruidoso Area Dispatch, or Animal Control/Code Enforcement are considered Safety Sensitive positions. As such, all safety sensitive positions are subject to random testing which will consist of 25% of active employees for drug testing and 10% of active employees for alcohol testing. All testing will be conducted either at the discretion of the Chief of Police or randomly scheduled throughout the year. No use in the last five (5) years of any illegal drug that would amount to a felony crime if found in possession. This includes felony prescription drugs, cocaine, methamphetamine, mushrooms, LSD, hallucinogens, spice, bath salts, or inhalants, Any sale, manufacture, or distribution of any controlled substance as an adult (>17) will be a lifetime disqualifier. If the crime was committed as a juvenile the following factors should be considered: the frequency of the behavior, the quantity of the drugs involved, and the type of drug, Have no felony convictions. Criminal activity in which the applicant has been convicted of, pled guilty to, or entered a plea of nolo contendere (no contest) to any felony charge, been involved in any pre-prosecution diversion program (PPD) as adjudicated for a felony crime committed will be permanently disqualified. Any person whose conviction has been set aside, deferred, or dismissed as a part of a conditional discharge shall be considered to have been convicted, Have no misdemeanor convictions within the last three (3) years preceding their initial date of application. Any convictions within that time frame where the candidate has been convicted, pled guilty to, or entered a plea of no contendere (no contest) will be reviewed on an individual basis and may be cause for disqualification. This does not include traffic offenses, Crimes of perjury, filing a false report, impersonating an officer, or domestic violence will be permanent disqualifiers. Any person whose conviction has been set aside, deferred, or dismissed as a part of a conditional discharge shall be considered to have been convicted. Is of good moral character, Shall not falsify or omit any information from the application.

Knowledge, Skills, and Abilities:

Knowledge of:

RPD policies and procedures; business English, spelling, arithmetic, punctuation and grammar; principles of record keeping and records management; techniques for dealing with the public, in person and over the telephone; laws and regulations governing the release of information from law enforcement agency records; Uniform Crime Reporting Program procedures; Village computer applications involving word processing, data entry and standard report generation; Village policies and procedures.

Skills in:

Active Listening; Multi-tasking, prioritizing and organizing work; effective communication; problem solving; Customer Service; Maintaining accurate records; entering information into the Police Department's computer system with speed and accuracy.

Ability to:

Process and retrieve information on automated records system; maintain the confidentiality and security of records and information; follow verbal and written instructions; search police files/records in response to officer's inquiries and public inquires; scan documents; remain calm and think clearly and quickly in emotional and emergency situations; and establish and maintain effective working relationships with coworkers, supervisory personnel, sworn officers, the general public and other law enforcement agency personnel. Drive, occasionally long distances. Work in stressful environment and deal effectively with stress. Perform duties and adapt to flexible work schedules as established by management. Physical Demands Assigned duties and responsibilities may include sitting, standing, or walking for extended periods of time. The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustment of office furniture. Occasional pushing, pulling, lifting, and/or moving up to 25 pounds. Occasional squatting or bending required. Professional and respectful attitude. Work Environment Possess ability to adapt to inclement weather conditions and/or situations. Noise levels could be low to moderate in work environment. Available for occasional night and weekend work. While performing the duties of this job, the employee works in a business office setting but is also occasionally required to work in the field. While on project sites, the employee is occasionally exposed to fumes or airborne particles, outside weather conditions and moving mechanical parts and/or machinery. The noise level in the work environment is usually quiet but may become loud on project site. Travel Requirements Limited travel - ability to travel for activities such as classes, workshops and assignments in and out of the service area. Overnight travel as required. Closing Statements Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position. In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services. This job description is subject to change as the needs of the Village Department change or the requirements of this position change.