Police Records Clerk

Performs a variety of office assistance and law enforcement support duties in the maintenance of Police Department records and reports.

NOTE:

If assigned, must be willing to work a swing shift. All Police Department employment is contingent upon the successful completion of the following tests: oral exam, drug screen, polygraph and psychological exam.

High School Diploma or GED, one (1) year experience working in an office environment performing clerical duties, and/or any combination of training, experience, and education which demonstrates the ability to perform the functions of the position.

• Valid State Driver's License
• National Incident Management Systems (NIMS) training based on assignment.

* Continued employment is contingent upon all required licenses and certifications being maintained in active status without suspension or revocation.

Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and not a comprehensive listing of all functions and tasks performed by positions in this class.

• Reviews documents for accuracy and legality of the cited codes and enters citation report, arrest register, and disposition data into the appropriate data base and or information system such as Uniform Crime Reporting (UCR) system and National Incident Based Reporting System (NIBRS).
• Distributes citations/reports to other law enforcement agencies.
• Reviews information requests and retrieves data from various data bases.
• Indexes, selects, cross-references and arranges records, documents, and correspondence in a variety of files and computerized information systems.
• Processes red actions, written, videos and photos.
• Handles subpoenas and injunctions.
• Composes correspondence: types and/or uses word processing software to prepare reports, documents, letters, forms and other items.
• Prepares materials for meetings, develop and maintains detailed records of activities and functions.
• Retrieves historical information from files, archived records and computerized information systems and record management systems.
• Verifies the proper recording of documents and telephone requests for reports.
• Provides information and directions to the public regarding Department procedures and practices, and the filing of complaints, etc.
• Answers the telephone, exercising basic responsibility in determining the priority of responses and transferring emergency calls to other agencies and units, as warranted.
• Maintains department archive of all microfilm records.
• Receives, sorts, and distributes incoming and/or interoffice mail.
• Prepares logs and reports as required.
• Performs cashier duties for collection of fees for reports and documents.
• Provides exceptional customer service to internal and external customers.
• Performs related work as required.

• Modern office practices and procedures.
• Working knowledge of computer word processing (Word Perfect/Microsoft Word), spreadsheet (Excel), and database software programs.
• Business English, spelling, and grammar; and record keeping
• Filing procedures.

• Organize and plan the work of an executive office.
• Communicate effectively verbally and in writing.
• Establish and maintain effective working relationships with applicants, employees, city officials, and the general public.
• Maintain confidential and sensitive information.
• Carry out assigned projects to their completion.
• Produce written documents with clearly organized thoughts using proper sentence structure, punctuation and grammar.
• Ability to enter data or information into a computer terminal, PC or other keyboard device.

The physical demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may be required to sit for extended periods, frequently stand and walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The work environment characteristics described here 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. The noise level in the work environment is usually moderately quiet.