Instructions for Completing the Application Police Services Representative Instructions: The City of Urbana is conducting an examination process in order to establish a new Civil Service register for. This application/exam is the first step in this process. You must pass this exam in order to take the written exam to be given on a later date. Example: Q. Reason for leaving? A. Incomplete Answer: Resigned A. Complete Answer: To accept a higher paying job Please follow the instructions carefully. Answer all questions fully and accurately. Provide only the documentation that is requested on the application, nothing more. Any documents attached to the application that were not requested will not be retained. In order to be considered, applications must be submitted by Sunday, Feb. 26, 2012 at 11:59 p.m. CST. Only applications received online at: www.urbanaillinois.us/jobs will be considered. Resumes submitted in lieu of an application will not be considered. If you need assistance in completing this application, contact Human Resources at (217)384 2459. Thank you for applying with Urbana Police and good luck in the process! EQUAL OPPORTUNITY EMPLOYER The City of Urbana is an equal opportunity employer dedicated to a policy of nondiscrimination in employment. All qualified applicants will receive consideration of employment regardless of race, color, national origin, religion, sex, age, marital status, physical and mental disability, sexual preference, political affiliation, or other legally protected group status. The City of Urbana Welcomes Diversity! We foster an environment that values and encourages mutual respect, inclusion of all people and utilizing differences and similarities as an organizational asset. The job description begins on the next page.
CITY OF URBANA Human Resources Division POLICE SERVICES REPRESENTATIVE JOB DESCRIPTION Division: Department: Reports To: FLSA Status: Services Police Support Services Supervisor Non-Sworn, Non-Exempt; Union (AFSCME); Civil Service JOB SUMMARY Performs telecommunications support to Police personnel; enters and retrieves information from multiple computer systems and manual files; takes information for and prepares Teleserve reports; types and transcribes office correspondence and reports; processes citizen in-person and telephone requests for information and assistance; provides applications/permits and collects fines and fees. ESSENTIAL FUNCTIONS Responds to in-person contacts at the Police Department; provides information and assistance according to established procedures; Takes and logs phone requests for the Department; makes phone calls for Police Officers as needed; Monitors police radio and responds to Police Officer requests for information and assistance according to established procedures, using specific police terminology, as appropriate; Monitors Mobil Data Computer (MDC) and radio traffic for Public Works and Parking Enforcement staff; Locates and/or processes requests for computer, microfiche, scanner, Internet, and manual file information; Logs service requests for Public Works as radioed in by Police Officers; contacts Public Works personnel by pager for after-hours emergency calls; Receives and screens Teleserve referrals from METCAD; performs as Teleserve officer, e.g. takes reports on minor crimes and incidents; explains the Teleserve process to complainants and secures signatures on reports as required, transfers completed reports to the Shift Supervisor; Prepares dispatch events for emergency and non-emergency complaints when received at the Urbana Police Department; transfers calls to METCAD, as appropriate; Transcribes correspondence, statements, and other documents from recorded media; Copies and distributes reports according to established time frames and circulation routes;
Codes and enters reports and other documents into the Police Department s record system; enters and retrieves data from the LEADS computer system; runs daily computerized reports, e.g., officer activities (Star Log), dispatch tickets, arrest log, LEADS daily bulletin, and daily notes (notes to officers regarding investigations, extra watches, etc.); Processes requests for information received as Freedom of Information Act (FOIA) requests and processes expungement orders as instructed by supervisor and in accordance with standard operating procedure; Reviews, processes and maintains press release book according to established standard operating procedures, posting press release to the Internet; Compiles data and statistics, organizes individual case files, and prepares reports and charts as requested; Enters traffic and criminal arrest dispositions into computer and manual files, prepares and transmits appropriate traffic stop data to the Illinois Dept. of Transportation (IDOT). Receives calls from the contract weather service and relays weather report information via facsimile, advising shift command; Provides taxi license applications; screens returned applications and runs standard driver s license checks; authorizes routing applications according to established procedures; refers applicants to Finance for fee collections; refers non-routine taxi applications to Support Services Supervisor for review; submits original applications and photographs to Services with dispatch ticket, requesting license. Responds to daily requests for reports, record checks, and background checks; Provides copies of reports and collects fees according to established guidelines; Issues temporary parking permits and collects fees; Processes requests for release of towed and impounded vehicles and collects fees as appropriate according to established procedures; Receives and processes towing agencies notices of vehicles relocated from private property; Assists sworn Officers as necessary with the monitoring of juveniles who are in temporary protective custody; Monitors lighted alarm board and responds to alarms according to specific alarm response procedures; Processes fingerprints and mug shots, makes case jackets, and files reports; Tags and releases lost/found articles; notifies owners of recovered property as appropriate; Maintains juvenile record system, which includes probation office monthly reports and departmental monthly report; Processes Damage to City Property reports and forwards copies to Public Works; Maintains and updates warrants and summons from Champaign County Sheriff s Office and City of Urbana Legal Division; Follows standard operating procedures regarding the registration of sex offenders; Updates case management system on a daily basis and prepares monthly/yearly case management summary reports; distributes case status to officers; assists Criminal Investigations Sergeant in auditing reports; manages the case status system, including lab case updates, for three shifts and State s Attorney s Office; Page 2
Performs payroll data entry functions in accordance with standard operating procedures; Trains probationary s and assists Support Services Supervisor in the evaluation of their progress; Maintains crime scene photograph library for the Urbana Police Department; Assists with the records archiving function of the Department. This includes, but is not limited to, locating and processing archived reports, preparing archived reports for long term storage, scanning, and maintaining archived records systems; Logs traffic tickets to send to Traffic Court each day; Performs all essential functions of Investigations or Police Services Representative when assigned; Performs other related duties as assigned. JOB SPECIFICATIONS JOB REQUIREMENTS KNOWLEDGE & EXPERIENCE Knowledge and abilities typically acquired through graduation from high school plus two years of related work experience or through completion of an associate degree and one year of related experience. Related experience is considered work in a setting with frequent interaction with customers or the public, preferably in an office-type setting; Knowledge of business English, punctuation, spelling, business math, office practices and procedures, and operation of standard office equipment; ABILITY TO Maintain complex computer and manual files; Work with confidential files and information. Type accurately and perform data entry on a computer keyboard within the skills standards established by the Civil Service Commission; Use computer programs and word processing systems; Multi-task; Transcribe from a Dictaphone or similar recorded media device; Maintain concern for security and attention to detail in processing citizen and police officer contacts. Work productively and calmly under stress and in possible emergency situations; and Prioritize requests from the public and the Police Department staff. Work well independently, resolve problems, relate well with various types of individuals, often when they are in distress, exercise good judgment, and work cooperatively in a team. Must take initiative within delegated responsibility and take direction as needed. Page 3
Uphold the highest standards of competency, professionalism, and integrity in all work, demeanor, and in communication with others. LICENSES, CERTIFICATIONS AND MEMBERSHIPS REQUIRED Must successfully complete L.E.A.D.S. Certification within one year of employment. RESPONSIBILITIES Responsible for processing in-person, telephone, and Police Officer requests from information and assistance according to established procedures; Responsible for maintenance of computerized and manual filing systems; Responsible for providing telecommunications back-up in emergency situations including but not limited to natural disasters, civil disturbances, failure of other telecommunications Networks/Systems to victims, Police Officers, and/or other Emergency Personnel. CONTACTS: INTERNAL/EXTERNAL Regular contact with citizens, military recruiters, insurance representatives, attorneys, and social service agencies; Regular contact with other Police Departments and METCAD staff; Regular contact with City employees. WORK ENVIRONMENT Standard telecommunications office setting. The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SPECIAL EFFORT REQUIRED Must be available to work weekends, holidays, rotating shifts and mandatory overtime. Must successfully pass a skills assessment examination and an extensive background investigation. Must maintain dress code as determined by departmental policy and as assisted by clothing allowance. The duties listed above 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. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Page 4