Records Clerk (Open Positions: 1)

General Statement of Duties 
Under general supervision from the Head Records Clerk, the Records Clerk performs daily work requiring office experience in typing general office work. The Records clerk is responsible for the performance of the records section work assigned to them on a daily basis. Their work is supervised and checked daily; however, all the record clerks work together and follow a daily schedule, thus, alternating their performance on a weekly basis.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Maintain regular, reliable, and prompt attendance, physically present to work.
• Type’s daily reports consisting of offense reports, affidavits, complaints, warrants, juvenile reports, adult reports, follow-¬ups, etc...
• Prepares defendant folders (arrest reports, rap sheet, index card, fingerprints)
• Communicates with requestors through all phases of the open records (ORR) process, including clarification of requests, fee estimates, denial expectations exemptions, and redactions, while adhering to statutory deadlines.
• Attends to the public requiring copies of any reports, makes a receipt, and handles money; keeps abreast of incoming visitors entering the police department for investigators, and administration.
• Maintains strict confidentiality and exercises discretion and sound decision making handling sensitive documents.
• Does daily filing of all reports and logs these reports daily, according to the quantity of their work type. 
• Will handle telephone requests on limited information by the public and or law enforcement agencies. 
• Ability to follow instructions by the criminal investigation section, and work under pressure of different workloads coming into records and able to understand different handwritings for various reports, be skilled in grammar and spelling.

Minimum Qualifications and Requirements
High school and/or GED equivalent, able to type at least 40wpm, office experience and or knowledge of general office work; must enjoy working with the public in any situation, good telephone skills. 

Position Type/Expected Hours of Work
This is a full-time, non-exempt position, with a 40-hour work week. Incumbent must have the ability to work flexible hours including holidays, evenings, and weekends, if 
needed. It is also required that clerks be scheduled for rotating weekends, and a 9-6 shift. Participation in City sponsored special events, trainings, or meetings may be required.  

Supervisory Responsibility
This position has no supervisory responsibilities. 

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Knowledge- clerical procedures and systems such as word processing, managing files, recordkeeping, time management and other office procedures and terminology.  Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of compositions, and grammar.  Knowledge of principles and processes for providing customers and personal services. Knowledge of computer software:  Microsoft Office, Microsoft Excel, Word Perfect, Microsoft Power Point, Gov QA and Windows XL.

Abilities – The ability to listen and understand information and ideas presented through spoken words and sentences.  The ability to communicate information and ideas in writing and in speaking so others will understand.  The ability to understand the speech of another person.  The ability to work as a team and to maintain a positive attitude.  The ability to tell when something is wrong or is likely to go wrong.  It does not involve solving the problem, only recognizing there is a problem.  The ability to apply general rules to specific problems to produce answers that make sense.  The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules.  The ability to multi-task and work well under pressure.

Authority and Accountability
Records clerks are delegated the authority necessary to use their initiative in order to assist the citizens, either in person in the telephone, with the assistance or supervision of the head records clerk, if they should need the assistance. They are accountable for all records kept and duties performed which are supervised and checked by the head records clerk. Head clerk and head records clerk are directly under the supervision of the assistant Chief of Police.
 
AAP/EEO Statement 
The City of Pharr is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendment Act (ADAAA) the City of Pharr will provide reasonable accommodations, upon reasonable request, to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

The city focuses on identifying candidates who are customer oriented and committed to public service to create a culture that is committed to diversity.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.