Records Clerk (Police)

Position Summary

GENERAL SUMMARY: Under supervision, file law enforcement correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used; locate and remove material from file when requested; perform complex clerical and statistical duties related to the receipt, filing, verification, retrieval and maintenance of law enforcement records; conduct criminal background checks; and perform other duties as assigned. The ideal candidate possesses the ability to follow a management style that is input oriented and values equity, problem solving and the development of partnerships; the ability to be a team player; and the desire to be part of an organization that values service, people, integrity, responsibility, innovation and team work.

DISTINGUISHING OF THE CLASS: Work in this class involves performing a variety of complex clerical duties related to the receipt, filing, verification, retrieval and maintenance of law enforcement records; includes entering data into a computer, responding to public information requests, filing and maintaining law enforcement records; and conducting criminal background checks. Employees in this class are required to exercise independent judgment. Work is reviewed by a supervisor through conferences and results achieved.

Job Duties

• Read materials to determine needed actions.
• Enter law enforcement records, reports and information into computer databases or software programs.
• Update information in local, state and federal computer databases.
• Assist those obtaining law enforcement-related information complying with departmental regulations and policies.
• Operate office equipment.
• Sort mail.
• Type documents.
• Conduct criminal background checks.
• Compile and present statistical data or documentation.
• Verify accuracy of financial or transactional data.
• Provide information to coworkers.
• Maintain law enforcement and inventory records.
• Scan or file documents or records.
• Search files, databases or reference materials to obtain needed information.
• Track goods or materials.
• Store items, records or related materials.
• Attach identification information to products, items or containers.
• Develop data analysis or data management procedures.
• Prepare forms and reports.
• Send reports to the Iowa Department of Public Safety.
• Explain policies and procedures.
• Respond to questions and service requests.
• Participate in the city’s intercultural competency training and program.

• Clerical - Knowledge of modern administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Computers and Electronics - Knowledge of SQL database concepts and structures, document imaging software, circuit boards, processors, electronic equipment, and computer hardware and software, including applications and programming.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services and maintaining strict confidentiality which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Information Ordering - Ordering or arranging things.
• Category Flexibility - Grouping things in different ways.
• Written Comprehension and Expression - Reading and understanding what is written; and communicating in writing.
• Oral Comprehension and Expression - Listening and understanding what people say; and communicating by speaking.
• Perceptual Speed - Quickly comparing groups of letters, numbers, pictures, or other things.

Qualifications

MINIMUM QUALIFICATIONS:

• High school diploma or its equivalent.
• Administrative experience in an office environment.

• Experience in records management in a confidential environment.
• Education in a relevant field may be substituted for the required experience.
• Experience working with a diverse workforce and population.
• Advanced course work in administrative and business practices, office management, records management, computer information systems or related field.

Supplemental Information

SUPERVISORY STATUS: None

FLSA STATUS: Non-exempt

RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of their place of employment as soon as practicable after appointment, but within two years of appointment.

Our Commitment to You
We are committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities. The City of Dubuque values a culture of equity, diverse perspectives, and life experiences. Our organization embraces innovation, collaboration and work-life harmony. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our diverse community. We are an equal opportunity employer with a commitment to diversity and an inclusive workforce. Women, minorities, veterans, and people with disabilities are encouraged to apply.