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Records Clerk - Police
POSITION TITLE: RECORDS CLERK
EXEMPTION STATUS: Non-Exempt
JOB FAMILY: Public Safety
JOB LEVEL: 21
GENERAL POSITION SUMMARY:
This position is responsible for providing clerical and record-keeping support to the department.
POSITION RELATIONSHIPS
SUPERVISES: None
COST CENTER #:
SUPERVISED BY Police Lieutenant

GENERAL DUTIES AND RESPONSIBILITIES:

• To support the vision, mission and guiding principles of the city.

• While performing any procedure, all personnel must observe applicable Safety, Health, and Environmental rules and guidelines.

• Attend and participate in training opportunities and seminars relevant to this position.

• Adhere to appropriate city operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Enters data from various police reports, including incident reports, to the computerized records management system.

• 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.

• Contacts the appropriate agencies regarding stolen and missing items and missing person reports.

• Assists with the verification of criminal history information.

• Notarizes documents as requested.

• Conducts crime analysis as requested or as scheduled.

• Manages and compiles data for submission for UCR / NIBR’s Crime data.

• Assists citizens and visitors with requests for records.

• Process digital and media from various sources for court

• Prepares open records requests and processes expungements.

ADDITIONAL DUTIES AND RESPONSIBILITIES

• Any other duties as assigned.

JOB SCOPE

Job has recurring work situations involving high 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.

The purpose of this position is to provide clerical support to the department. Successful performance helps ensure the accuracy of administrative records and facilitates the efficient and effective operation of the department.

COMMUNICATIONS/CUSTOMER CONTACT

Contacts are typically with co-workers, representatives of other law enforcement agencies, other city employees, local elected officials, and the general public.

Contacts are typically to give or exchange information and provide services.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

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.

Education and Experience

• High School diploma or GED and one to three years experience. Equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Knowledge of modern office procedures and equipment.

• 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.

• Skill in maintaining records and writing reports.

• Skill in performing basic mathematical calculations.

• Skill in file management and organization.

• Skill in computer applications and software.

• Skill in operating such office equipment as a typewriter, calculator, copier, and computer.

• Skill in planning and organizing work.

• Skill in oral and written communication.

• Skill in dealing with the public.

JOB CONDITIONS: (SEE EXAMPLES BELOW)

The physical demands described here are representative of those that must be met by an associate 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:

• Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear

• Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl

• Occasionally lift and/or move up to 30 pounds

• While performing the duties of this job, the associate may be occasionally exposed to fumes or airborne particles and toxic or caustic chemicals

• Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus

• The noise level in the work environment is usually low