What are the responsibilities and job description for the Police Records Clerk position at City Of Sterling & Office Of Clerk?
Position descriptions/specifications are only intended to present a descriptive summary of the range of duties, tasks, and responsibilities associated with a specified position. Therefore, descriptions/specifications may not include all duties performed by the individual. In addition, descriptions/specifications are intended to outline the minimum qualifications necessary for entry into the position/class and do not necessarily convey the qualifications of incumbents within the position/class.
PRIMARY PURPOSE OF POSITION: Perform a wide variety of general clerical, significant data entry and public contact duties support the operations of the Police Department.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: Under general supervision of the Support Services Division Commander and/or Police Chief, the Police Records Clerk operates within the City of Sterlings policies/procedures and quality standards while performing the following essential functions and responsibilities: (Essential functions are those functions that the individual who holds the position must be able to perform unaided or with the assistance of reasonable accommodation.)
1. Standard of customer service delivery practices and procedures sufficient to be able to process various types of in person/phone contacts associated with customer service duties;
2. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service;
3. Composes and types and/or transcribes correspondence, reports, memoranda, warrants and other material from straight copy, forms, or rough draft utilizing a word processor, personal computer, typewriter, or a variety of other office machines;
4. Maintains files or record systems, updates and purges files according to procedures, and categorizes information for filing;
5. Maintains confidentiality of data and information;
6. Reviews and verifies completeness and accuracy of documents, forms, and other information and identifies and corrects errors according to established procedures;
7. Deal with the public in a cordial, tactful and professional manner which serves to maintain and develop effective working relationships with clientele. Maintain customer service expectations of the department when dealing with customers or fellow employees either in person or on phone;
8. Exercises discretion in handling concerns related to the department in the absence of the supervisor;
9. Follow all applicable safety rules and regulations;
10. Performs other related functions as otherwise assigned, delegated or required by the Police Chief and/or Support Services Commander.
SUPERVISION OF OTHERS: Has no responsibility for supervision.
Physical Requirements:
1. Physical requirements include ability to extend hands(s) and arm(s) in any direction; pick, pinch, work with fingers and palm as well as whole hand; performs sedentary physical work which requires the ability to lift twenty (20) pounds and carry objects weighing up to ten (10) pounds; some pushing, pulling, and climbing.
2. Physical mobility sufficient to negotiate work areas to perform the primary purpose of the position.
3. Manual dexterity sufficient to operate keyboard devices requiring repetitive arm/hand movements.
4. Cognitive ability sufficient to perform and understand and apply simple to complex mathematical concepts.
5. Visual acuity sufficient to perform work which deals largely with preparing/reviewing reports and records, driving vehicles and for visual inspection which may involve small parts/defects in equipment.
6. Hearing acuity sufficient to receive, comprehend and understand detailed information through oral communications, telephone conversations, radio traffic, etc., and to make fine discriminations in sounds in order to perform duties safely.
WORKING CONDITIONS:
Work performed in surroundings in which temperature, contaminants, and noise are not normally encountered; hazards are minor and controllable.
MARGINAL FUNCTIONS:
1. May serve on special City task forces;
2. May serve as backup to the Municipal Court Clerk;
3. May prepare and maintain routine records by posting transactions to agency spreadsheets and computerized records;
4. May assist in special projects as needed or otherwise delegated.
QUALIFICATIONS: The degree of knowledge, ability and physical requirements as outlined under this section is that which is necessary to satisfactory perform the essential functions of this position. Employees should be able to explain and demonstrate that the individual can perform the essential physical functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities and possess the necessary physical requirements, with or without the aid of mechanical devices, to perform safely the essential functions of the job.
Knowledge of:
Policies, procedures, and rules relative to the office/clerical field;
Court procedures and documents and legal terminology applicable to a court operation;
Standard of customer service delivery practices and procedures sufficient to be able to process various types of in person/phone contacts associated with customer service duties
Phone systems, computers, and electronic data processing;
Ability to:
1. Organize daily work schedules to optimize daily productivity to meet established departmental goals
2. Express or exchange ideas effectively to a diverse audience by means of the spoken word and/or written documents;
3. Perform arithmetic computations (examples: add, subtract, multiply, divide, and use percentages rapidly and accurately and to perform routine clerical tasks such as typing, filing or use10-key calculator
4. Work under deadlines and with frequent interruptions;
5. Work with angry or difficult customers;
6. File documents alphabetically, numerically, or chronological;
7. Compose and type and/or transcribe correspondence, reports, memoranda, and other material from straight copy, forms, or rough draft utilizing a word processor, personal computer, typewriter, or a variety of other office machines;
8. Maintain files or record systems, updates and purges files according to procedures, and categorizes information for filing;
9. Review and verify completeness and accuracy of documents, forms, and other information and identifies and corrects errors according to established procedures;
10. Communicate in an effective, cordial, tactful, and professional manner suitable for the situation, using appropriate English, while performing activities in which employee must convey detailed or important spoken instructions to members of the general public and vendors;
11. Represent the department and the City of Sterling in a positive responsive manner to the public and fellow employees;
12. Comprehend and follow complex written and/or oral instructions, to compile information, to complete and file accurate reports, with minimal supervision;
13. Create solutions for problems by using a variety of resources, to learn and adapt to changing parameters;
14. Demonstrate the safe operation, and performance of minor maintenance of equipment associated with or used in course of accomplishing the primary purpose(s) of the position ;
15. Deal with the public in a cordial, tactful and professional manner which serves to maintain and develop effective working relationships with clientele. Exercise sound judgment, reasoning and decision making which produces logical and consistent results and outcomes.
EDUCATION, EXPERIENCE AND TRAINING:
Education: High School graduation or G.E.D.
Experience: Courses in typing, computer operation, business and office practices; requires a minimum of 50 wpm typing/computer skills and two (2) years experience of heavy data entry experience including public contact; records maintenance and management experience.
Training/Certifications: Obtain CBI certification to utilize CCIC and NCIC data information systems and maintain through employment; Obtain and maintain certification through the Association of Law Enforcement Records Professionals (within 12 months of date of hire)
Special Requirements:
Possess and maintain the appropriate valid CO operators license for the type of City owned vehicle which the employee may operate in the scope of employment;
PRIMARY PURPOSE OF POSITION: Perform a wide variety of general clerical, significant data entry and public contact duties support the operations of the Police Department.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: Under general supervision of the Support Services Division Commander and/or Police Chief, the Police Records Clerk operates within the City of Sterlings policies/procedures and quality standards while performing the following essential functions and responsibilities: (Essential functions are those functions that the individual who holds the position must be able to perform unaided or with the assistance of reasonable accommodation.)
1. Standard of customer service delivery practices and procedures sufficient to be able to process various types of in person/phone contacts associated with customer service duties;
2. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service;
3. Composes and types and/or transcribes correspondence, reports, memoranda, warrants and other material from straight copy, forms, or rough draft utilizing a word processor, personal computer, typewriter, or a variety of other office machines;
4. Maintains files or record systems, updates and purges files according to procedures, and categorizes information for filing;
5. Maintains confidentiality of data and information;
6. Reviews and verifies completeness and accuracy of documents, forms, and other information and identifies and corrects errors according to established procedures;
7. Deal with the public in a cordial, tactful and professional manner which serves to maintain and develop effective working relationships with clientele. Maintain customer service expectations of the department when dealing with customers or fellow employees either in person or on phone;
8. Exercises discretion in handling concerns related to the department in the absence of the supervisor;
9. Follow all applicable safety rules and regulations;
10. Performs other related functions as otherwise assigned, delegated or required by the Police Chief and/or Support Services Commander.
SUPERVISION OF OTHERS: Has no responsibility for supervision.
Physical Requirements:
1. Physical requirements include ability to extend hands(s) and arm(s) in any direction; pick, pinch, work with fingers and palm as well as whole hand; performs sedentary physical work which requires the ability to lift twenty (20) pounds and carry objects weighing up to ten (10) pounds; some pushing, pulling, and climbing.
2. Physical mobility sufficient to negotiate work areas to perform the primary purpose of the position.
3. Manual dexterity sufficient to operate keyboard devices requiring repetitive arm/hand movements.
4. Cognitive ability sufficient to perform and understand and apply simple to complex mathematical concepts.
5. Visual acuity sufficient to perform work which deals largely with preparing/reviewing reports and records, driving vehicles and for visual inspection which may involve small parts/defects in equipment.
6. Hearing acuity sufficient to receive, comprehend and understand detailed information through oral communications, telephone conversations, radio traffic, etc., and to make fine discriminations in sounds in order to perform duties safely.
WORKING CONDITIONS:
Work performed in surroundings in which temperature, contaminants, and noise are not normally encountered; hazards are minor and controllable.
MARGINAL FUNCTIONS:
1. May serve on special City task forces;
2. May serve as backup to the Municipal Court Clerk;
3. May prepare and maintain routine records by posting transactions to agency spreadsheets and computerized records;
4. May assist in special projects as needed or otherwise delegated.
QUALIFICATIONS: The degree of knowledge, ability and physical requirements as outlined under this section is that which is necessary to satisfactory perform the essential functions of this position. Employees should be able to explain and demonstrate that the individual can perform the essential physical functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities and possess the necessary physical requirements, with or without the aid of mechanical devices, to perform safely the essential functions of the job.
Knowledge of:
Policies, procedures, and rules relative to the office/clerical field;
Court procedures and documents and legal terminology applicable to a court operation;
Standard of customer service delivery practices and procedures sufficient to be able to process various types of in person/phone contacts associated with customer service duties
Phone systems, computers, and electronic data processing;
Ability to:
1. Organize daily work schedules to optimize daily productivity to meet established departmental goals
2. Express or exchange ideas effectively to a diverse audience by means of the spoken word and/or written documents;
3. Perform arithmetic computations (examples: add, subtract, multiply, divide, and use percentages rapidly and accurately and to perform routine clerical tasks such as typing, filing or use10-key calculator
4. Work under deadlines and with frequent interruptions;
5. Work with angry or difficult customers;
6. File documents alphabetically, numerically, or chronological;
7. Compose and type and/or transcribe correspondence, reports, memoranda, and other material from straight copy, forms, or rough draft utilizing a word processor, personal computer, typewriter, or a variety of other office machines;
8. Maintain files or record systems, updates and purges files according to procedures, and categorizes information for filing;
9. Review and verify completeness and accuracy of documents, forms, and other information and identifies and corrects errors according to established procedures;
10. Communicate in an effective, cordial, tactful, and professional manner suitable for the situation, using appropriate English, while performing activities in which employee must convey detailed or important spoken instructions to members of the general public and vendors;
11. Represent the department and the City of Sterling in a positive responsive manner to the public and fellow employees;
12. Comprehend and follow complex written and/or oral instructions, to compile information, to complete and file accurate reports, with minimal supervision;
13. Create solutions for problems by using a variety of resources, to learn and adapt to changing parameters;
14. Demonstrate the safe operation, and performance of minor maintenance of equipment associated with or used in course of accomplishing the primary purpose(s) of the position ;
15. Deal with the public in a cordial, tactful and professional manner which serves to maintain and develop effective working relationships with clientele. Exercise sound judgment, reasoning and decision making which produces logical and consistent results and outcomes.
EDUCATION, EXPERIENCE AND TRAINING:
Education: High School graduation or G.E.D.
Experience: Courses in typing, computer operation, business and office practices; requires a minimum of 50 wpm typing/computer skills and two (2) years experience of heavy data entry experience including public contact; records maintenance and management experience.
Training/Certifications: Obtain CBI certification to utilize CCIC and NCIC data information systems and maintain through employment; Obtain and maintain certification through the Association of Law Enforcement Records Professionals (within 12 months of date of hire)
Special Requirements:
Possess and maintain the appropriate valid CO operators license for the type of City owned vehicle which the employee may operate in the scope of employment;
