Records Clerk

Description

GENERAL DUTIES AND RESPONSIBILITIES:

• To support the vision, mission and guiding principles of the City.
• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assists the public in person or on the telephone; receives and processes requests and complaints; answers questions for the public regarding records and information available to the public.
• Answers telephones and greets visitors; provides information or refers to proper department or individual.
• Receives requests for information and/or copies of police records and reports; searches computerized and manual filing systems to obtain records requested; copies records; receives and accounts for fees received.
• Assists police personnel in researching files to obtain information concerning arrests, probable cause, offense, accident and related reports.
• Receives accident and offense reports, assigns identification numbers, makes and distributes copies of reports.
• Maintains a variety of files and records; enters data into computer and files case reports
• Operates GCIC computer equipment for entering, receiving and transmitting messages; enters data into State and national systems.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Any other duties as assigned

JOB SCOPE:

The purpose of this position is to log and maintain police records for investigative and statistical reports.

• Job has recurring work situations involving moderate degrees of discretion.  The need for accuracy and effective utilization of accepted programs and procedures is high.  Errors in judgment and execution will waste time and resources adversely impacting unit performance.  Incumbent operates independently but work is verified by supervision.

Supervisory Controls: The Administrative Lieutenant assigns work in terms of departmental goals and objectives.  The work is reviewed in terms of effectiveness of meeting objectives.

Guidelines:  Guidelines include City and Departmental policies and procedures, City Codes and Ordinances, Federal, State, and Local laws, and GCIC Rules and Regulations. 

COMMUNICATIONS/CUSTOMER CONTACT:

Contacts are typically with co-workers, attorneys, judges, solicitors, other law enforcement agencies, and the general public.

Contacts are typically to give and exchange information, provide services, resolve conflicts, and solve problems.

Qualifications

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications:

• High School Diploma or equivalent;
• Two years of related experience.

Knowledge, Skills and Abilities:

• Knowledge of basic computer operation;
• Knowledge of modern office practices, procedures and equipment;
• Knowledge of  record-keeping techniques;
• Knowledge of  statistical record-keeping techniques;
• Knowledge of correct English language usage, grammar, spelling, punctuation and vocabulary;
• Knowledge of laws, rules and regulations related to assigned activities;
• Knowledge of applicable laws, codes, regulations, policies and procedures related to assigned activities;
• Skill in oral and written communication skills;
• Skill in using tact, patience and courtesy;
• Ability to ensure proper police practices and procedures are followed;
• Ability to work confidentially and with discretion;
• Ability to understand and follow oral and written directions;
• Ability to maintain routine records;
• Ability to operate a computer terminal to enter and retrieve data;
• Ability to learn the computerized records system;
• Ability to read, interpret, apply and explain codes, rules and regulations, policies and procedures;
• Ability to establish and maintain cooperative and effective working relationships with others.

Equipment and Applications:

• Computers and peripheral equipment
• Designated software applications
• Telephones, copiers and other office equipment

Salary : $18