Records Clerk

Position Description

POSITION TITLE:

Records Clerk

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POSITION TITLE:

Records Clerk

DEPARTMENT:
Police

DIVISION:
Administration

FLSA:
Non-Exempt

RETIREMENT: KPERS

EFFECTIVE DATE:
October 26, 2015

Performs routine clerical, typing and transcribing duties required in the maintenance of Police Department and/or Animal Control records and reports. Performs duties as general receptionist, answering telephones and dealing with walk-in requests for service by citizens, which may include the handling/assistance of animals. These duties require alertness and accuracy in answering and transferring calls and a courteous and helpful attitude at all times.

This position necessitates working with police and criminal history information that requires a high degree of confidentiality.

Work is accomplished under the supervision of the Records/Animal Control Supervisor following established procedures and requires some independent judgment.

None.

• Transcribes police reports, statements and general office correspondence from tape, disks or computerized dictation system, with the use of a word processing system, such as Microsoft Word.
• Enters and retrieves data entries into the in-house, state and national computer systems.
• Makes and distributes copies of reports to officers, courts, prosecutors, attorneys, other law enforcement agencies and the public, according to the laws, procedures and policies regarding dissemination.
• Scans and files report into proper file categories and locations.
• Assists other criminal justice agencies in obtaining police reports, criminal histories and DL printouts.
• Operates copying machine, fax, document scanner, multi-line phone set and other various pieces of office equipment.
• Assists walk-in customers by making copies of police reports, registering bicycles, and other public contact by answering routine non-technical questions; directs other questions to proper persons; graciously receives complaints or routes them to the appropriate division.
• Answers incoming telephone calls and routes calls to appropriate individuals in the Police Department, City Hall and the Justice Center.
• Performs record checks as required, according to law and department rules and procedures.
• Collects and accounts for cash funds and checks generated from providing various services to individuals and agencies.
• May perform other duties as assigned.

May assist with handling, treatment and care of animals at Animal Control.

Sorts and distributes mail for the Justice Center.

May help train new employees.

May serve as a member on various department committees.

• Must be a US Citizen.
• Graduation from HS or GED equivalent.
• Must not have ever been convicted of a felony.
• Must not have been convicted of a misdemeanor within the last 5 years, except minor traffic related incidents;
• Possess a valid drivers license at time of application (and maintain for duration of employment) and meet insurability standards under fleet insurance policy.
• Typing speed of 30 WPM (test administered at Leavenworth Workforce Partnership Center.)

• Successfully transcribe oral dictation.
• Proficiency with business English, spelling, grammar and punctuation.
• Knowledge of basic arithmetic.
• Knowledge of modern office practices and procedures.
• Ability to transcribe from various dictating devices onto computerized word processing system.
• Ability to deal courteously and tactfully with the general public at all times.
• Ability to develop and maintain effective working relationships with the public, departmental personnel and other city employees.

Must successfully pass background investigation and polygraph examination.

Must be able to attend and p