RECORDS CLERK

Essential Duties and Responsibilities

• Assigns written citations, city ordinances and other ticket books and items back in.
• Oversees retention and disposal schedule.
• Compiles and distributes reports and files to various criminal justice officials and authorized members of the general public.
• Processes reports and forwards them to the appropriate state or federal agencies.
• Tracks and verifies information on various police reports.
• Contact the appropriate agencies regarding stolen and missing items and missing person reports.
• Prepares media and other files for prosecution.
• Assists with the verification of criminal history information.
• Notarizes documents as requested.
• Manages and compiles data for submission for UCR / NI ’s crime data.
• Assists citizens and visitors with requests for records.
• Documents tickets daily and submits transmitted log to the courts.
• Processes digital media from various sources for court.
• Prepares open records requests and processes expungements.
• Scans documents for case files into Records Management System, in accordance with paperless policy.
• Processes and delivers incoming / outgoing mail and sends certified letters as needed. Notifies departments receiving large packages.
• Orders office supplies.
• Generates and mails victim notification letters on all closed cases.
• Processes requests from Juvenile Court to seal Juvenile Records.
• Provides certification of documents upon request.

• High School Diploma or GED.
• Strong team player, willing to help out and assist others when needed.
• Experience and proficiency in the use of electronic records management systems.
• Attend and participate in training opportunities and seminars relevant to this position.

Any other duties as assigned by management.

Job has recurring work situations involving moderate degrees of discretion. The need for accuracy and effective utilization of accepted programs and routines is high. Errors in judgment will waste resources and adversely impact performance. Incumbent operates independently but work is verified. Content of work priorities are determined by supervision.

Contacts are typically with co-workers, representatives of other law enforcement agencies, other city employees, local elected officials, and the general public. The nature of this interaction is generally to provide or exchange information and provide services.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of modern office practices, methods, equipment and standard clerical procedures including electronic filing and records management.
• Knowledge of personal computers, and general use software. Skilled in Microsoft Office.
• Knowledge of regulations and procedures of state and national crime information centers.
• Knowledge of applicable federal and state statutes, local government ordinances, and departmental policies and procedures.
• Skills in maintaining records, compiling, and writing reports.
• Skills in planning and organizing work.
• Ability to work well with others in a positive team environment.
• Strong communication skills; includes success in written communication, interpersonal communication, group communication, phone skills, and electronic communication.
• Ability to conduct presentations to groups.
• Ability to display professionalism at all times.
• Skill in performing basic mathematical calculations.
• Excellent customer service skills are required.
• Excellent time management skills to ensure that deadlines are met.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is:

• The work is typically performed with the employee sitting, standing, talking, crouching, or stooping, and hearing.
• The employee must occasionally walk; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms.
• The work is typically performed inside an office.
• The employee may occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include close vision, distinguishing between shades of color and have the ability to adjust focus.