Police Records Clerk

The City of Spring Hill will begin accepting applications for a Records Clerk. Interviews will be provided for the top applicants. Top applicants are based on written examination, work history, experience with record keeping, customer service, records requests, law enforcement background, knowledge of TIBRS, comprehension of TCA, etc.

Selected applicants will be subjected to a thorough background investigation to include medical and psychological evaluation, truth verification examination, etc. The selected applicant must successfully complete a one-year probation period. The applicant will be required to attend and complete training required by the department. The work schedule will be 8am-4:30pm. This is a full‑time non‑exempt position.

• Receive and respond to public records requests in accordance with the Tennessee Public Records Act and City of Spring Hill open records policy.
• Locate, review, and prepare responsive records for release, applying required red actions of information made confidential under T.C.A. § 10‑7‑504 and other applicable law; refer requests involving confidential or exempt records to the Administrative Services Coordinator or designee.
• Ensure public records requests are provided for promptly and within the timeframe required by Tennessee law. Maintain logs of records requests, disclosures, and denials using the public records request management system.

• Review incident and arrest reports for proper offense classification consistent with TIBRS Group A and Group B offense definitions and enter and transmit crime statistic data to the Tennessee Bureau of Investigation (TBI) monthly in accordance with state law.
• Inspect police reports for accurate and complete information; enter information into the computer; verify and correct information as necessary as it relates to TIBRS errors.
• Make copies or electronically transmit requested reports for Department employees or the general public as needed.
• Collate and file a variety of reports, records, information, and paperwork; participate in maintaining an up‑to‑date police records filing system; prepare photocopies; distribute material as appropriate; purge files in accordance with the Department's records retention schedule and court‑ordered expungements.
• Forwards information from crime reports, traffic reports, citations and litigation taxes to the appropriate State and Federal agencies.

• Assist the Court Clerk during Municipal Court days as needed or assigned.
• Receives payments for traffic fines; issues receipts; records and forwards as appropriate.
• Reports information regarding repeat offenders, continued cases, false traffic history, upcoming cases and dockets to the City judge.
• Maintains court information for officers; notifies officers of court subpoena.

• Processes alarm permit registrations and false alarm violations, ensuring accurate record‑keeping and timely enforcement in accordance with municipal ordinance and departmental policy.

• As assigned, greet and serve the public at the counter and on the telephone, respond to inquiries in a courteous and professional manner, and provide information within the scope of knowledge and authority.
• Responds to routine requests for information or assistance from members of the staff, the public or other individuals.
• Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary; mailsand faxes information as necessary.

• Distributing incoming and preparing outgoing mail.
• Performs data entry functions via computer.
• Prepares…