Police Records Assistant

Arlington, Virginia
$36,192.00 - $55,286.40 Annually
Nov 08, 2019
Nov 15, 2019
Full Time
Position Information

Arlington County is currently recruiting a Records Assistant to assist in the management of criminal justice records in the Police Department.

The Arlington County Police Department is hiring a Records Assistant to provide records management support to the System Management Division's Administrative Support Unit. This employee will be primarily responsible for the management of the department's records in accordance with the Code of Virginia, Arlington County Code, and other regulations and policies. The Police Records Assistant is responsible for extensive utilization of the Law Enforcement Records Management System (LERMS).

Specific duties include:
  • Performing data entry of Virginia Uniform Summons, false alarm registration, impound vehicle entry and release, taxi licensing, vendor licensing, banning notices, and law enforcement case and incident reports, and scanning and importing documents to LERMS;
  • Providing customer service to citizens and federal, state, and local law enforcement agencies by retrieving and reviewing requested information, performing criminal history record information requests, records verifications, and Freedom of Information Act (FOIA) responses;
  • Providing procedural and non-interpretive information in person or by phone;
  • Reviewing and merging case reports, crash reports, incident reports, arrest reports, and field interviews by identifying errors and professionally communicating with police personnel to initiate corrections;
  • Opening, sorting, and distributing mail, assisting with sending outgoing mail, and distributing subpoenas issued to officers;
  • Processing documents and invoices and collecting fees for services, parking tickets and boot removal;
  • Releasing information in accordance to federal and local ordinances, while maintaining confidentiality as required;
  • Researching information using computer or file sources; and
  • Identifying problems with records management software and equipment and assisting in the identification of system errors.

Selection Criteria

Minimum: High school diploma or GED, plus some records management experience.

Substitution: Successful completion of college coursework from an accredited college or university may be substituted for the experience requirement on the following basis: two (2) years = six (6) months of experience. Education may not substitute for more than 18 months of experience. Additional qualifying experience may substitute for up to two years of high school on a year-for-year basis.

Desirable: Preference may be given to candidates with experience in one or more of the following:
  • Working in a public safety, corrections, courts, or police administration environment;
  • Managing sensitive or confidential information or records using file management or database systems, especially in a criminal justice environment;
  • Responding to record requests, providing instructions, or explaining policies and procedures to the public over the telephone and in person;
  • Working with automated management information systems or databases such as Virginia Criminal Information Network (VCIN) and Incident Based Reporting (IBR); and/or
  • Verbal bilingual ability in Spanish/English.

Special Requirements

Applicant selected will be required to undergo a thorough pre-employment character/background investigation which may include a polygraph examination and a drug test.

If selected, the employee must take the state mandated Virginia Criminal Information Network certification class and pass a written examination within six months of hire.

Additional Information

Work Hours: This is a 40 hour per week position, with work hours generally between 8:00 am and 5:00 pm, Monday through Friday. Flexible work schedule may be available pending supervisor approval.

The official title for this position is Records Assistant IV.

Please complete each section of the application. A resume may be attached; however, it will not substitute for the completed application. Incomplete applications will not be considered.

Arlington County Government employee benefits depend on whether a position is permanent, the number of hours worked, and the number of months the position is scheduled.

Specific information on benefits and conditions of employment can be found on the Arlington County Human Resources Department website: www.arlingtonva.us/pers.

Permanent, Full-Time Appointments
All jobs are permanent, full-time appointments unless otherwise stated in the announcement. The following benefits are available:

Paid Leave : Vacation leave is earned at the rate of four hours biweekly. Leave accrual increases every three years until eight hours of leave are earned biweekly for twelve or more years of service. Sick leave is earned at the rate of four hours biweekly. There are eleven paid holidays each year.

Health and Dental Insurance : Three group health insurance plans are offered - a network open access plan, a point-of-service plan, and a health maintenance organization. A group dental insurance plan is also offered. The County pays a significant portion of the premium for these plans for employees and their dependents. A discount vision plan is provided for eye care needs.

Life Insurance : A group term policy of basic life insurance is provided at no cost to employees. The benefit is one times annual salary. Additional life insurance is available with rates based on the employee's age and smoker/non-smoker status.

Retirement : The County offers three vehicles to help you prepare for retirement: a defined benefit plan, a defined contribution plan (401(a)), and a deferred compensation plan (457). The defined benefit plan provides a monthly retirement benefit based on your final average salary and years of service with the County. You contribute a portion of your salary on a pre-tax basis to this plan. General employees contribute 4% of pay; uniformed public safety employees contribute 7.5% of pay. Employees become vested in the plan at five years of service. The County also contributes to this plan.

For general employees, the County also contributes 4.2% of pay to a defined contribution plan (401(a)) . The County also matches your 457 contribution, up to $20 per pay period, in this plan. The 457 deferred compensation plan allows you to set aside money on either a pre-tax (457b) or post-tax (457 Roth) basis up to the IRS annual limit. New employees are automatically enrolled with a pre-tax contribution equal to 2% of your base pay.

Other Benefits: The County also offers health, dependent care, and parking flexible spending accounts; long-term care insurance; tuition assistance; transit and walk/bike to work subsidies; a college savings plan; wellness programs; training opportunities; and a variety of other employee benefits.

Permanent, Part-Time Appointments:
Part time employees who work ten or more hours per week receive paid leave and benefits in proportion to the number of hours worked per week.

Limited Term Appointments:
Benefits are the same as permanent appointments except that the employees do not achieve permanent status.

Temporary Regular Appointments:
Temporary regular employees who work 30 hours or more per week are eligible for health, dental, and basic life insurance as described above. They are also eligible for vacation, sick leave, and paid holidays.

Temporary Seasonal and Occasional Appointments:
Temporary employees who work on a seasonal basis or variable hours receive sick leave, but do not normally receive other paid leave or benefits. Exceptions are noted in individual announcements.


Do you have experience working in a public safety, corrections, courts, police administration, or public safety environment?
  • Yes
  • No


Please describe in detail your experience managing sensitive or confidential information or records using file management or database systems. If you do not have this experience, type "N/A."


Please describe your experience responding to record requests, providing instructions, or explaining policies and procedures to the general public. If you do not have this experience, type "N/A."


Which of the following databases or automated management information systems do you have experience in?
  • Virginia Criminal Information Network (VCIN)
  • National Criminal Information Center (NCIC)
  • Computer Aided Dispatch (CAD)
  • Incident Based Reporting (IBR)
  • Records Management System (RMS)
  • None of the above


Are you verbally bilingual in both Spanish and English?
  • Yes
  • No

Required Question

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