Recruit Training Records Analyst

Recruit Training Records Analyst

Position is responsible for the maintenance of recruit training police records and secretarial support for the IMPD Training Bureau. The Recruit Training Records Analyst engages front-end systems in preparation for an IMPD Recruit Training Class, which includes preparing the appropriate documentation for the Indiana Law Enforcement Academy and compiling information for reports on class curriculum. Once the Recruit Class begins, the Recruit Training Records Analyst maintains all training records for sworn Recruit Trainees and assists in the daily documentation of recruit training. The Recruit Training Records Analyst is responsible for providing office management and clerical support for the Training Bureau Main Office.

IMPD is dedicated to upholding the highest professional standards while serving the community in which they work and live. IMPD is committed to the enforcement of laws to protect life and property, while also respecting individual rights, human dignity, and community values. IMPD is committed to creating and maintaining active police / community partnerships and assisting citizens in identifying and solving problems to improve the quality of life in their neighborhoods. The agency can do this by cultivating a productive, collaborative, and compliant work environment in order for their workforce to meet the needs of the constituents of Indianapolis and Marion County.

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

Key Responsibilities

• Compiles and maintains training attendance records and reports for sworn (recruit) employees.
• Collects, reviews and analyzes attendance information.
• Coordinates data / record information with supervisors.
• Responds to inquiries from Department personnel reference training records.
• Analyzes current record keeping system and makes recommendations for revision.
• Assists with planning, development, and implementation of training file system for Department sworn (recruit) employees.
• Monitors information / data contained in training files to insure compliance with Department policy and legal (Law Enforcement Training Board) guidelines.
• Reviews information / data in individual personnel training files to insure files are accurate, complete, relevant, and up-to-date.
• Makes corrections on computer as needed; files information / data in training files chronologically by file category.
• Completes / maintains data sheets and cover sheets for each file category.
• Monitors and controls access and release of recruit training files to insure maintenance of confidentiality.
• Obtains proper documentation prior to file review / release.
• Assists authorized individuals requesting review / release of training files.
• Monitors training file record retention for inactive recruit employees; checking accuracy and completeness.
• Provides office management and clerical support for the training division.
• Greets and assists all persons who come into the Training Academy office.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Qualifications

High School Diploma or equivalent, and two (2) years of college coursework or two (2) years' prior related work experience is required; any combination of education and related experience equaling two (2) years is acceptable. Must proficient in Microsoft Office products. Strict confidentiality is required. Position requires knowledge of spreadsheet(s), database(s), and other software. Must be able to update and / or create reports and spreadsheets as needed. Must be able to demonstrate creative ability when presented with unformatted projects and / or ideas. Must be able to communicate effectively, both in oral and written formats. This position must have knowledge of the Civilian Employee Administrative Policies and Procedures Manual; Departmental structure and functions; Departmental policy reference training file system retention, access, and release as well as uniform and equipment requirements; basic Training Academy policies and procedures; records system management; records analysis; standard office practices; standard operating procedure relating to Departmental correspondence; proper telephone etiquette; data collection, computation, and analysis. The Recruit Training Records Specialist must be able to apply principles to solve practical problems; analyze existing record keeping system and make recommendations for change; apply basic mathematical concepts; handle routine and sensitive Departmental contacts; compose and type standard Departmental reports and correspondence; prepare detailed forms and records; proofread; spell; alphabetize. Must be able to pass pre-employment screening (background investigation, drug screen).

Independent Judgment

Position requires the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Very limited independent judgment is utilized. High degree of confidentiality required.