Records Clerk

Job Description

This position is a civilian who works with a Community‑Oriented policing philosophy and is willing to provide that kind of service to the citizens of the community. The Police Department will try to provide the successful applicant with opportunities to grow and progress within the department.

This position assists the public by receiving and directing the public; handles calls and messages for police department personnel via a multi‑line phone system; assists all walk‑in public and handles information and report requests. This position also performs general office typing as needed to complete forms, memos, letters, schedules, applications and correspondence and other duties required to assist in maintaining all PD records.

• Education:
  
  Graduation from high school or equivalent
• Experience:
  
  General office practices and secretarial duties; two (2) years of experience related to the above or similar duties; or an equivalent combination of education and experience
• Certifications:
  
  Criminal records authorized (certification done upon hire)

• Performs customer service to the general public
• Receives and directs the public, handles calls and messages for police department personnel via multi‑line phone system
• Assists all walk‑in public and handles information and report requests
• Performs general office typing as needed to complete forms, memos, letters, schedules, applications and correspondence
• Maintains numeric and alphabetical files; makes photocopies
• Operates personal computer to enter data from case reports into a computerized record keeping system
• Reads, reviews, processes and disseminates police case reports on a daily basis. Follow up process.
• Audits case report files
• Processes all subpoenas, GRAMA and case report requests
• Processes all background checks and police clearances
• Records traffic and misdemeanor citations, types vehicle impound notices, traffic accident reports and in‑house incident base reports
• Locates police reports and makes copies for officers, the public and attorneys
• Updates stolen/recovered property for National Crime Information Center (NCIC) through the Bureau of Criminal Identification
• Performs various records‑tracking activities as needed to obtain driver license information, vehicle registration, criminal history, NCIC and Interstate Identification Index (III) information through the state computer system
• Enters juvenile and adult arrest and citation information; identifies nature of crimes by established categories and classifications
• Performs computer entry of all non‑arrest and non‑citation reports submitted by officers, such as thefts, malicious injuries, runaways, impounds, missing persons, harassing phone calls, accidents, etc.
• Assures the proper delivery of documents at various stages of the legal process
• Expedites delivery as needed, including internal departmental dissemination
• Prepares report and citation files for court appearances
• Distributes court notices to police personnel, receives verification of notice and files appropriate records
• Provides clerical support for the N.O.V.A. / RAD KIDS program by accessing state computer systems, performing background checks, logging applicant names, creating files; initiating contacts with program volunteers as needed and processing documentation as required
• Assists with clerical functions of various public safety and awareness programs
• Performs department payroll tracking, and maintenance of timecard documentation
• Performs other related duties as assigned.

• Working knowledge of the Spillman reporting system is preferred
• Working knowledge of state criminal codes and penalties associated with various offenses
• Police records management requirements
• UCR codes
• Proper grammar, spelling, and punctuation
• Standard office practices and procedures related to records filing and office maintenance
• Interpersonal communication skills, modern filing systems related to alphabetical and numeric files; telephone systems
• Telephone etiquette
• Operation of a variety of types of standard office machines including computer terminal, fax machine, copy machine, etc.

• Type 50 words per minute
• Exercise initiative,…