Records Clerk

City of Warrensville Heights

Police Department

Records Clerk

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POSITION TITLE: Records Clerk

DEPARTMENT: Police Department

REPORTS TO: Lieutenant and/or Sergeant

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POSITION SUMMARY:

The Record Clerk provides clerical duties applicable to police environment which includes record keeping, document processing, typing, word processing and filing. Will be responsible for coordinating, maintaining the City-wide official records management program, imaging and records systems, and document retention, storage and retrieval systems.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Type and process a variety of correspondence, reports, forms and confidential documents from drafts, notes, or brief instructions; proofread materials for accuracy, completeness and compliance with department regulations.
• Maintain and update both manual and computerized records, files and logs, including criminal history information, crime reports, warrants, subpoenas, citations, fingerprint cards, sex offender information, and related police information.
• Disseminate records information to department staff, outside law enforcement agencies, the public and other employees according to established guidelines.
• Perform a variety of responsible office support work related to law enforcement. Handle multiple tasks at the same time.
• Gather information over the telephone and in person.
• Prepare concise and accurate reports and comprehend and learn department policies and procedures.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Provides information to the public and staff requiring knowledge of department services, policies, and procedures
• Maintain security, confidentiality, and integrity of City records and information.
• Respond to requests & inquiries for information regarding records management.
• Coordinates the creation, maintenance, retrieval, protection, retention, and destruction of all records in accordance with City policy and legal, financial, governmental, and historical requirements.
• Assists the public and City employees by providing information and research assistance regarding City records; responds to citizen and staff inquiries and complaints; serves as liaison to all departments on records management related issues.
• Communicates and ensures the compliance with the City’s policies and procedures pertaining to the distribution of proprietary and confidential City information and documentation to the public, including the Identity Theft Protection Act and the City’s policies and procedures regarding safeguards to ensure security, confidentiality, and integrity of information.
• Copy, sort, file, retrieve and distribute a variety of documents and police reports, citations, warrants and other materials to appropriate personnel and to appropriate agencies.
• Type, word process, record and file a variety of police records, reports and materials including memos, letters, reports, complaints, declarations, booking information, warrants, citations, and crime and traffic reports from hard copy or dictation.
• Expected to work independently and exercise a high degree of independent judgment, tact, and initiative.
• Coordinates requests for public records submitted within specific deadlines regulated by the State including receipt of request, distribution of request, and research; compiles and prepares for the release of the documents requested; provides files, photocopies, and microfilm copies; researches records to prepare reports and provides follow-up information to customer and staff inquiries, as well as schedules and coordinates for review of records
• Participates in the development, implementation, and maintenance of policies and procedures for the recording, indexing, filing, and retrieving of active documents and the storage of inactive documents; assists in developing a work plan for the records management function and reviews, evaluates, and makes recommendations on work products, methods, procedures, and policies.
• Assists in reviewing and updating the City-wide records retention schedules and vital records, including working with outside agencies and staff to inventory records; updates retention schedule to reflect current legal requirements; provides for and administers the appropriate destruction of records
• Participates in development of training materials, and assists in departmental and organization-wide training sessions on records management related topics and e-mail/internet policy.
• Perform related duties as assigned.

Position Qualifications:

• Ability to work with the general public under normal and stressful conditions. One year of experience in customer service preferred.
• Satisfactorily pass a background investigation.
• Principles and practices of records management including records retention laws.
• Type at least 45 words per minute and be familiar and adept in using a computer. Various software packages including word processing, spreadsheet, database & database management.
• Must occasionally lift and/or move up to 25 pounds.
• High School Diploma or equivalent.

Tools & Equipment Used:

• May include computer, including C.A.D. and Records Management Software, as well as word processing and other specialized software, police radio, telephones, typewriter, calculator, fax and copy machines.

· Job Classification: Records Clerk

· Salary Range: 19.93 per hour

· Shift: Ranges from 7:00a.m. - 6:00p.m. (40 Hour work week)

· Work Location: 4743 Richmond Road, Warrensville Heights Ohio 44128

Job Type: Full-time

Pay: From $19.93 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $20