Police Records Clerk

The Police Department Records Clerk plays a vital role in ensuring the accuracy, security, and accessibility of law enforcement records. This position is responsible for processing, maintaining, and organizing a wide range of police reports, files, and sensitive documents while adhering to strict confidentiality policies and legal guidelines. As the backbone of the department’s record-keeping system, the Records Clerk supports officers, investigators, and the public by efficiently managing information requests and ensuring compliance with state and federal regulations. Strong attention to detail, excellent organizational skills, and the ability to handle confidential information with discretion are essential for success in this role.

GENERAL DEFINITION:

This is responsible and specialized clerical work in the classifying, indexing, filing, and retrieving of Police records and the ongoing maintenance of the City's computerized police records data system.

An employee in this class is responsible for classifying, indexing, processing, and retrieving official records of the Police Department. This incumbent ensures proper production and maintenance of all arrest records, violators' files, and motor vehicle accident reports. The work also involves researching the files and retrieving information to be used in preparing statistical reports on various subjects for City officials, as well as furnishing police officers and the public with copies of reports and other documents as authorized by an immediate supervisor. The work is performed under general supervision, and is reviewed and inspected through written reports, records, and results obtained.

ESSENTIAL FUNCTIONS AND DUTIES:

(The items listed below are not intended to be a complete listing of all essential functions and duties of this position.)

• Establish filing system procedures;
• Analyze the subject matter of records, selecting subject headings as guides for computerized filing of materials in accordance with established system;
• Perform data entry, filing work and any analysis involved in the processing of a variety of police records such as crime reports, arrests, convictions, accidents and pawn tickets;
• Prepare new files to be placed into the records system;
• Index, select, cross reference, and arrange records in files;
• Perform research, retrieve records from system, and prepare statistical reports based on such research, such as the monthly UCR and storms report;
• Record and mail all DUI affidavits to Department of Public Safety;
• Photocopy accident reports and forward to the Department of Public Safety monthly;
• Compile data for weekly, monthly and yearly reports, as requested by the Police Chief;
• Review reports and final dispositions of all investigative cases reported by the Detective Division, and make necessary corrections for UCR report;
• Obtain certified driving records, and furnish police officers and the municipal court clerk with copies of records, traffic reports, and other documents as requested; review written complaints of school bus violations committed by public, verify owner of vehicle, and send warning letters for violations;
• Research, retrieve, and furnish (via mail, telephone, fax, e-mail or in person) information to other law enforcement agencies; make copies of police records as requested by the public (provided the information can be released as public information); and act as public relations for the City by handing out city maps, drivers manuals, and handicap applications;
• Type correspondence from draft copy or rough notes;
• Assist dispatchers in locating reports for NCIC removal, keep usage inventories of photocopier, fax machine supplies, printer supplies, and coffee supplies;
• Have knowledge and follow proper safety procedures and guidelines, and apply these in pe1fo1ming daily activities and tasks;
• Act as department receptionist and direct citizens to proper personnel due to building security, and notify City official of visitor presence.
• Prepare a daily hot sheet
• Do any and all other functions that may be required by the Captain or other appropriate supervisor(s).

MINIMUM QUALIFICATIONS:

• Knowledge equivalent of a high school diploma and such training and/or experience as would provide the applicant with the below referenced knowledge, skills, and abilities:
• Knowledge of modem office practices, procedures, and operations;
• Knowledge of the policies and procedures used in establishing, maintaining, and controlling a records system;
• Knowledge of the laws and ordinances related to the maintenance of police records;
• Knowledge of office equipment such as typewriter, computer, fax and copier;
• Knowledge of Police departmental procedures preferred;
• Ability to understand written and oral directions;
• Ability to maintain an effective working relationship with other employees;
• Ability to deal with the public in a tactful and courteous manner;
• Ability to establish and maintain cross-index filing systems and to classify documentary materials for filing purposes;
• Ability to type, enter, and retrieve information from a computer terminal;
• Ability to file and retrieve hard copy documents from established filing systems;
• Ability to prepare reports from researched material;
• Must be bondable.
• Must be a notary public for certifying affidavits, reports and citations (or obtain notary public within six months of hire).

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

• Some exposure to unpleasant citizens, must be able to handle tactfully;
• Subject to abnormal daily stress;
• Must be able to handle and properly account for large volumes of documents with confidentiality;
• Must have the physical dexterity to type 40 words per minutes with accuracy;
• Work is typically indoors, subject to sitting, standing, walking, or using a telephone for extended periods of time;
• Subject to exposure to light and glare from a computer terminal;
• Subject to constant noise of copying machine, telephone, or computer;
• Subject to working in a confined area in close proximity to others, and with frequent interruptions;
• Vision required to read and review written correspondence, reports, statistical and technical information, computer screen, etc.
• Hearing and speech required to communicate clearly and distinctly in English, by telephone and inperson, within the confinement of a semi-noisy environment;

SUPERVISION:

The employee will perform under general supervision of the Patrol Division Commander. This position exercises no supervision.