Position Summary

Under the supervision of the Police Records and Support Manager, the Police Records Clerk is responsible for processing all police reports and records to include dissemination of this information when necessary. The employee in this position must be knowledgeable about police records, KCJIS guidelines and what information can legally be distributed to the public and other authorized criminal justice agencies. The employee will be expected to follow department guidelines for submitting reports through the gateway and publishing police records on the City of Newton website. The Police Records Clerk follows prescribed policies and procedures of the department and KCJIS guidelines.

Essential Functions:

• Serve as department receptionist by assisting customers, answering and directing incoming phone calls.
• Respond to requests for information from customers, attorneys, insurance companies, law enforcement agencies, court services and any other requesting agency.
• Review police reports for completeness and approve reports within the NPD records system.
• Process arrest, fingerprint card information and bond sheets.
• Scan reports into the system for distribution to the Lieutenant of Investigations, and attach reports to case file.
• Review and submit offense reports to the KBI through the gateway.
• Review all state accident reports and submit them to KDOT through the gateway.
• Prepare report logs and approve for release in the Daily Police Bulletin on the City of Newton website.
• Order and stock office supplies.
• Enter and submit department training hours to CPOST
• Compile monthly and year-end reports.
• Process requests and receipt monies received for report copies.
• Monthly balance of receipted monies to be forwarded to finance.
• Maintain department subpoena log.
• Maintain file for Protection from Abuse paperwork.
• Process and attach expungement paperwork to case file.
• Filing.

Marginal Functions:

• Data entry of historical records.
• Export citations.
• Weekly update of RMS Person Document conflicts.
• Cancel subpoenas as needed.
• Process NCIC validation worksheets.
• Process requests from KBI.
• Assist department members with clerical requests i.e. typing, filing, copying, etc.
• Other related duties as deemed necessary or as required.

Position Requirements:

Experience: One to three years related experience and/or training; or equivalent combination of education and experience. KCJIS Security and Awareness required within two months. Ability to work with a computer and efficiency with Microsoft Office, specifically Word and Excel. Knowledge of Lotus Notes preferred. Six months experience working in police records preferred.

Education: High school diploma or GED. NIMS IS-100, IS-200 and IS-700. Must have a valid state of KS driver’s license with a good driving record.

Skills: Technical abilities include 10-key by touch, proficient typing skills, data entry, filing, bookkeeping, mathematics, grammar, and communication skills. Computer knowledge to include skill with a scanner and scanning software. General knowledge of federal, state, and local laws. The ability to type, operate a computer and other related office equipment.

Problem Solving: Limited problem solving exists in this position. Duties follow prescribed policies and procedures.

Decision Making: Decision making exists in this position. Decisions include what information may be disseminated and determining how to handle citizen requests.

Accountability: Employee is not responsible for the budgetary control of the department and does not participate in the annual departmental budgetary process. The employee is responsible for processing and maintaining highly confidential records and/or information not available for public viewing and is responsible for proper dissemination of such records. The employee oversees the collection and control of monies received for copies made. Employees shall assume responsibility for and abide by RMS and KCJIS system security policies.

Supervisory Responsibilities: None.

Personal Relations: Continual contact with other city departments and the public.

Working Conditions: Adverse working conditions may develop when dealing with irate citizens at the front counter.

Physical Requirements: The Records Clerk’s physical job demands include occasional maximum lift of up to 25 lbs from floor to waist; occasional horizontal push/pull force of up to 25 lbs; occasional forward reach; occasional crouch/bend; continuous bilateral hand coordination; continuous sit; occasional stand; occasional walk.

PDC Level: Medium.