Part-Time Records Clerk

This part-time position will assist with managing and coordinating administrative activities, processes and systems required by the Police Department for up to 16 hours per week. The Part-Time Police Records clerk is appointed to his/her position by the chief of police and reports to the Records Supervisor. This is a union represented position without benefits. This position does accrue a minimum of 1 hour of paid sick leave for every 40 hours worked.

Accrual starts on the first day of employment and is available for use after 90 days of employment.

The person occupying this position is responsible for providing clerical and case management support to the officers in the field. Record clerks occupy a very important position within the department as they are most often the first person within the agency to receive and respond to requests for assistance. Lasting impressions are made by how record clerks deal with all individuals, particularly those under a great deal of stress.

SUPERVISION RECEIVED
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Serves under the direction of the Police Department Records Supervisor.

SUPERVISION EXERCISED
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None

• Maintaining regular, consistent and predictable attendance, including being available, accessible and able to complete all essential functions and assigned tasks onsite as directed during regularly assigned schedule and/or the Police Department’s normal business hours.
• Must be able to work with the public via phone or in person, during stressful situations. Must be able to resolve requests for assistance or information in a calm and professional manner. Exercising strong interpersonal communication skills and professionalism while demonstrating tact and diplomacy when providing customer service to internal and external customers to ensure the customer’s needs are met and concerns are appropriately resolved in a timely manner.
• Merging officer’s case reports, supplemental reports, arrest reports and PC reports in the Records Management System (RMS).
• Issuing Concealed Pistol Licenses – which includes running all background checks.
• Completing time-sensitive duties, tasks, and assignments within critical deadlines established by other team members, vendors, outside third parties, governing bodies, and/or other external or internal sources.
• Fingerprinting for CPLs and other non-criminal reasons.
• All monetary transactions involving the police department are carried out through the records clerks. This includes concealed pistol licenses, dog licenses, bike licenses, report fees, fingerprint fees, conducting visa clearance checks, and other miscellaneous transactions while maintaining a high degree of steady work focus, well-reasoned decision making and high attention to detail in actual work product. Organization, planning, workflow, and project prioritization to ensure work is accurate, efficient, complete, and consistent with the Police Department’s quality of work expectations and deadlines.
• In addition to merging the officer’s reports, is also responsible for all the data entry i.e., citations, warrants, stolen vehicles, restraining orders and other miscellaneous transactions. Completing a high volume of detail-oriented work accurately and timely in a fast-paced work environment while working independently and/or with limited direction in a high stressed environment marked by constant and frequent noise, conversations among employees and others in the area, interruptions and other similar distractions.
• Completes specific job tasks or assignments delegated by the chief clerk while prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities, deadlines, and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits.
• Typing personal correspondence for the Chief of Police, maintaining a high degree of steady work focus, well-reasoned decision making. High attention to detail in actual work product, organization, planning, workflow, and project prioritization to ensure work is accurate, efficient, complete and consistent with the Police’s Department quality of work expectations and deadlines.
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