RECORDS CLERK

JOB SUMMARY This position performs specialized clerical, administrative, and technical work related to the processing, maintenance, security, and dissemination of police records. The Records Management Clerk ensures the accuracy, integrity, and proper maintenance of official law enforcement documentation within the department’s Records Management System (RMS) and supports departmental operations through records management, crime data reporting, and public records compliance. This position is responsible for maintaining official police records, responding to records requests, ensuring compliance with the Georgia Open Records Act, and supporting criminal justice operations through accurate documentation and records management.

The employee must successfully complete and maintain Georgia Crime Information Center (GCIC) certification and comply with Criminal Justice Information Services (CJIS) security requirements.

ESSENTIAL JOB FUNCTIONS:

Processes requests for incident reports, accident reports, criminal background checks, and other authorized records.

Manages the department’s Open Records Request process in accordance with the Georgia Open Records Act, including locating records, reviewing materials for releasability, applying required red actions, and distributing approved documentation.

Processes requests for audio, video, and other digital media records and prepares copies for authorized requestors.

Makes copies of video and audio recordings and distributes copies to requestors while collecting applicable fees.

Collects and documents applicable fees associated with records requests.

Responds to records requests from criminal justice agencies including courts, prosecutors, probation departments, and other law enforcement agencies.

Provides documentation to support criminal investigations, court proceedings, and case preparation.

Reviews, processes, and maintains incident reports, arrest reports, supplemental reports, and related documentation within the department’s Records Management System (RMS).Conducts quality control reviews of police reports to ensure completeness, accuracy, proper offense classification, and compliance with departmental policies and criminal justice reporting standards.

Identifies report errors or discrepancies and coordinates with officers or supervisors to resolve documentation issues prior to record finalization.

Maintains official police records and files in accordance with departmental policies and staterecords retention schedules.

Maintains organized and secure records storage systems, including records retention, archiving, and documentation control.

Retrieves records, reports, and case documentation for authorized department personnel and criminal justice agencies.

Maintains records storage areas and ensures the security and integrity of police records and related documentation.

Enters, updates, and maintains records data within the department’s RMS and associated databases.

Supports the preparation and submission of crime statistics in accordance with National Incident-Based Reporting System (NIBRS) reporting standards.

Maintains confidentiality of sensitive criminal justice information and ensures compliance with CJIS security standards.

Ensures proper management, organization, and accessibility of police records and documentation.

MINIMUM REQUIREMENTS TO PERFORM WORK:

High School graduate or GED;
Associate’s degree preferred

Minimum of two (2) years of experience in an office clerical position preferably in a police environment;

Or equivalent education, and/or experience; andMust successfully complete the Georgia Crime Information Center Terminal Agency Coordinator Certification.

Knowledge, Skills and Abilities:

Knowledge of the Georgia Open Records Act and applicable…