File Clerk (Police - Major Crimes)

SAFETY/SECURITY SENSITIVE DESIGNATION & JOB OBJECTIVE

This position is designated as a safety/security sensitive position and is subject to random drug and alcohol screening.

JOB OBJECTIVE: Â To establish and maintain hard copy and computer filing and record-keeping systems of all active and stored case files and related materials for the Major Crimes Division of the Police Department.

Essential Functions & Supervisory Responsibilities

• Establishes and maintains hard copy and computerized filing and record-keeping systems of all active and stored case files and related materials for the Major Crime Division of the Police Department.
• Receives case files; labels and reviews case files, documents, and other materials to ensure accuracy and compliance with Departmental policy; adds missing information to files and makes files corrections; recommends revisions to improve operational efficiency relative to file maintenance and to comply with all applicable federal, state, and local laws, ordinances, policies, and regulations; implements upon approval.Â
• Establishes and maintains a file checkout system; pulls case files as requested; photocopies entire case file prior to checking the file out of office, notarizes the file copy and maintains until the original file is returned; upon return of any file, verifies the returned case file against the copied file to ensure that all materials are returned in compliance with Departmental policy and refiles the case files; notifies supervisor of any case files discrepancies.Â
• Prepares a recommendation list of files to be purged; prepares material for permanent storage; prepares case files and related material meeting established criteria for destruction; notifies appropriate detectives, agencies, etc.; destroys case files and related material upon supervisor approval; ensures chain of custody and disposition of stored materials are in compliance with applicable federal, state, and local laws, ordinances, policies and regulations.Â
• Sorts, indexes, and files materials alphabetically, numerically, chronologically and by other predetermined categories.
• Scans and stores all case files, memorandums and related documents according to established policies and procedures; ensures safety, maximum space utilization, easy access and identification of files and materials.Â
• Compiles requested information relative to Freedom of Information Act (FOIA) requests as assigned; ensures files and related information are in compliance with applicable all rules, regulations, policies, and procedures; submits to supervisor for review.
• Prepares inventory and case file disposition reports.
• Serves as backup to other clerical personnel.
• Answers Division telephone lines, transfers calls to appropriate personnel or takes messages.
• Answers questions and provides information relating to active or stored case files from other employees, the public, and other agencies.
• Moves case files from various locations to the case file room and archive file rooms.
• Operates a computer with database, spreadsheet, and word processing software to generate correspondence and reports in the performance of essential job functions.
  
  

SUPERVISORY RESPONSIBILITIES:Â None.

Minimum Qualifications & Additional Requirements

These knowledge, skills, and abilities are usually, although not always, acquired through completion of high school and two (2) years of general clerical experience to include one (1) year of file maintenance experience. Â Equivalent combinations of education and experience will be considered.

Additional Requirements

• Must possess Arkansas Crime Information Center (ACIC) National Crime Information Center (NCIC) certification within six (6) months of employment and maintain certification for the duration of employment in this position.
• Must possess Notary Public certification within six (6) months of employment and maintain certification for the duration of employment in this position.
  
  

DISCLAIMER

This document does not create an employment contract, implied or otherwise.

Application Requirements

None.

SECONDARY DUTIES

• Performs other related duties as required.
  
  

Knowledge, Skills And Abilities

• Knowledge of hard copy and computer filing and record-keeping systems.
• Knowledge of file storage principles and practices.
• Knowledge of standard office practices and procedures.
• Knowledge of computer fundamentals and business software, including database, spreadsheet and word processing software.
• Skill in the operation of a computer, utilizing database, spreadsheet and word processing software.
• Ability to maintain confidential material in the performance of essential job functions.
• Ability to compile and prepare reports.
• Ability to manage time efficiently and prioritize tasks, especially when dealing with large volumes of files.
• Ability to learn and apply departmental policies and procedures.
• Ability to maintain hard copy and computerized record-keeping systems.
• Ability to compile data and prepare reports.
• Ability to work in a constant state of alertness and in a safe manner.
• Ability to communicate effectively, both orally and in writing.
  
  

PHYSICAL REQUIREMENTS - REPRESENTATIVE OF THOSE REQUIRED TO PERFORM THE JOB

The physical demand characteristics and activities indicated below are representative of those that will be required to successfully perform the essential functions of this job. Â Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.