Records Clerk

Clerical duties are assigned in accordance with the office procedures and may include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing.

This list is not intended to be all-inclusive nor exclusive but is intended to provide examples of typical duties performed.

• Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Answers telephones, direct calls, and take messages.
• Maintains and updates filing, inventory, mailing, and database systems, either manually or using a computer. Maintains online reporting system, uploading incident reports, photos, files, evidence reports, witness statements, etc. on a case-by-case basis.
• Communicates with citizens, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.
• Opens, sorts, and routes incoming mail, answer correspondence, and prepares outgoing mail including certified mail.
• Compiles, copies, sorts, and files records of office activities, business transactions, and other activities.
• Reviews files, records, and other documents to obtain information to respond to requests. Sends requested reports to outside agencies.
• Provides information and assistance to the public at the front counter; receives and receipts monies for Police Department fees and services. Serves as Notary Public when needed.
• Performs administrative tasks such as maintaining information files, processing paperwork,
• compiles, codes, categorizes, calculates, tabulates, audits, or verifies information or data.
• Maintains the online reporting system, uploading incident reports, accident reports, and updating the system as needed.
• Reviews records and reports pertaining to records division activities such as production, daily work activity and performance. Enters tickets, warnings, and accidents reports into software.
• Responsible for accurate and timely submission of all State and Federal required reporting such as accident reporting and I  crime reporting.
• Processes expungement orders including deletion of information, gathering documents, and mailing documents to county clerk, State, and others.
• Redacts and forwards incident reports and arrest records to appropriate media on a timely basis.
• Reads and comprehends rules, regulations, policies, and procedures of the police and fire departments as well as those of the City Civil Service Law, for purposes of ensuring appropriate employee job performance and conduct.
• Establishes and maintains effective work relationships with others.

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem Solving
  - Identifies and resolves problems in a timely manner;
• Customer Service
  - Manages difficult or emotional customer situations;
  Responds promptly to customer needs;
• Team Work
  - Exhibits objectivity and openness to others' views;
  Contributes to building a positive team spirit;
• Leadership
  - Inspires respect and trust;
• Ethics
  - Works with integrity and ethically;
  Upholds organizational values;
• Organizational Support
  - Follows policies and procedures;
• Accountability
  - Takes responsibility for own actions;
• Professionalism
  - Treats others with respect and consideration regardless of their status or position;
• Quality
  - Looks for ways to improve and promote quality.

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.

• Must possess a high school diploma or GED certificate.
• Completion of some college or university course work in Criminal Justice, Law Enforcement, Police Science, Criminology, Public Administration, Business Administration, or a related field is preferred.

In order to maintain and continue employment as a Records Clerk for the City of Pelham Police Department, an employee must retain the legal right and authority to…