Head Clerk, Investigations - Detective Bureau

The Head Clerk in the Detective Bureau performs a variety of clerical activities including data entry and retrieval, processing of check/money order transactions; permitting and licensing; records maintenance; telephone answering; and protects the confidentiality of file folders and files storage containers.

Supervision Received: Reports to the Detective Bureau Commander.

Supervision Given:None.

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Clerical Support:
Answers the telephone, maintains the filing system for efficient retrieval of information, enters supplements into the Police Department's records management system, prepares and maintains case investigation folders, prepares Quarterly and Annual Reports for the Detective Bureau Commander, enters daily attendance into the computer, enters overtime and earned comp time into the Payroll System, enters required data into the Microsoft Excel overtime coverage account, records and maintains the use of Special Leave, vacation days/weeks, etc.,

taken by Bureau members, and archives records, reports, logs and other materials as required. Completes special projects as assigned by the Detective Bureau Commander.

Bookkeeping:
Maintains a record of funds received for all Detective Bureau fee-based services (fingerprinting, firearms licensing, Solicitors' Permits, Second-Hand Dealer's Licenses), completes Schedules of Payments to City Treasurer, and turns over all funds to the Chief's Office for processing on a weekly basis.

Fingerprinting:
Fingerprints Newton residents for various licensing and employment requirements, including firearms applicants and applicants for the position of Newton Police Officer.

Firearms Licensing:
Processes all applications for Licenses to Carry Firearms, Firearms Identification Cards, Licenses to Possess Machine Guns, and Firearms Dealer's Licenses. This requires knowledge of Massachusetts Gun Laws and a working knowledge of the Massachusetts Instant Record Check System (MIRCS). The Detective Bureau Clerk works closely with the Firearms Licensing representative in the Chief's Office and prepares all applications and background checks to aid in the suitability investigation for applicants, and approval or denial of the application.

Enters and updates firearm license information into the MNI (Master Name Index) in the Police Department's records management system.

Submit all applicants paperwork to DMH (Massachusetts Department of Mental Health), and submits all applicants information and new applicants' digital prints to AFIS (Automated Fingerprint Identification System).

Solicitors Permits:
Processes and issues permits for door-to-door-sales. This involves completing background checks, presenting the completed applications to the Chief's Office for approval, typing up the actual permits, affixing photos, collecting permit fees, updating the current solicitors list for Dispatch and the Officer-In-Charge (OIC), and maintaining the Solicitor's file in the Detective Bureau.

Must successfully complete training and pass testing on the Criminal Justice Information System (CJIS).

Follows and adheres to all written directives including rules, regulations, policies, procedures, practices and guidelines on ethics.

Attends and participates in staff meetings and other meetings and workshops.

Performs other duties as required by the Bureau Commander.

(To perform successfully, an individual must be able to perform each essential duty…