Records Clerk​/Police

Purpose of Job

The purpose of this job is to perform administrative/clerical functions in support of Records Management and other department members and to perform various data management functions related to police records management. The primary responsibilities include reviewing preliminary documents for completeness, following up on missing or inaccurate information, entering data into the computer system, manipulating data into report formats, retrieving data upon request, generating various reports, reporting inaccuracy/deficiency trends to management for quality improvement, preparing, reviewing, disseminating, and filing routine correspondence and reports, running criminal record checks, entering traffic citations, answering the telephone and relaying messages, and performing additional tasks as assigned.

Work Schedule:

Monday through Friday, 8:00 a.m. – 5:00 p.m. / 40 hours per week.

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When vehicle operation is required, the employee must be responsible for the safety, readiness, and operation of the vehicle and must abide by ACC's safe driving policy.

High school diploma or equivalent with two years of general office experience involving records management and administration is required; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this position.

May be required to obtain the GCIC Inquiry Level Operator Certification within the first 90 days of employment depending on assignment.

Must possess a valid driver's license.

Must possess or have the ability to acquire Notary Public status.

A Vocational/Technical degree in Secretarial Sciences or a related discipline is preferred.

• Enter data from police reports into the Records Management computer system using UCR and computer coding; update files as supplementary information becomes available from uniform traffic citations, accident reports, fingerprint cards, and incident reports.
• Track, verify, and correct the accuracy and completeness of various police reports and other confidential police information; report inaccuracies and deficiencies; perform follow‑up as needed to ensure that Police Officers rectify documents.
• Process all incoming incident/accident, supplemental reports and citations.
• Compile statistical data for various reports, including Uniform Crime Reports; provide motor vehicle accident data and traffic citation data to the Department of Highway Safety.
• Verify and update criminal history information and fingerprint cards in accordance with the policies and procedures of the Georgia Crime Information Center or the National Crime Information Center.
• Retrieve information from the Records Management computer system for official use by members of the Police Department.
• Verify and retrieve reports from the computer document imaging system.
• Compile, copy, and disseminate reports for the District Attorney's Office, Solicitor, Adult Probation, other probation officers, legal aid office, defense attorneys, police officials, insurance agencies, and members of the public.
• Maintain a log of all reports issued to authorized parties other than Records Management personnel.
• Act as a liaison between records systems, departmental personnel, and other law enforcement agencies.
• Provide various forms and logs (e.g., Special Event Registration Forms, Solicitation Request Forms, Appeal Forms, Pest Permits, Citizen Complaint Forms, Evidence Room Admission Logs, Crime Lab Logs, Evidence Property Case Lists, Photo Logs, Destruction Logs); forward requests to the proper authorizing official for action.
• Run criminal record checks.
• Serve as a Notary Public for the division; notarize documents.
• Receive, open, and distribute incoming mail and interdepartmental mail; prepare outgoing mail.
• Copy and distribute correspondence, memoranda, reports, and other related materials.
• Answer the telephone; provide information; take and relay messages or direct calls to appropriate personnel; return calls as necessary.