Records Clerk

Job Title

Administrative Clerk

Job Summary

Performs administrative and clerical work to ensure proper maintenance of department records and data entry systems and other related work as required.

Examples of Duties

• Answers telephone calls to department and responds to routine inquiries based on knowledge of department operations relative to arrest, offense, incident, and accident reports.

• Develops and processes a variety of correspondence, memoranda, forms, and reports as necessary or directed.

• Prepares court related records and documentation, ensures all records and documentation are complete and accurate prior to forwarding to court.

• Makes frequent contacts with the public, other city departments, law firms, local, state, and federal governmental agencies.

• Prepares reports for public disclosure. Fulfills requests for information or reports as appropriate.

• Processes fees paid to department and submits to City Clerk's office as necessary.

• Oversees maintenance of department's adult and juvenile criminal records, master name index and associated files.

• Maintains family court documents, i.e. Temporary Relief from abuse Orders, Final Relief from Abuse Orders when they are accompanied by a case. Relays original orders to the court as necessary.

• Enters data and maintains records of arrests, traffic enforcement, crash data, and crime statistics as necessary for inclusion in NIBRS.

• Manages department records including expunging records when applicable and maintenance of general statistical data in records; conducts monthly audits for Vermont Criminal Information Center and periodic audits for National Crime Information Center. Ensures officer reports and data submissions include necessary federal reporting information.

• Maintains accountable documents, i.e., Vermont Traffic Tickets, subpoenas, court appearance documents, etc.

• Serves as back-up to the Public Safety Executive Assistant and performs related duties.

• Performs other necessary tasks or functions as is necessary to accomplish Department goals and objectives.

Minimum Required Qualifications

• High school diploma or equivalent, two years' experience in clerical or administrative support work. Equivalency considered.

Supplemental Information

• Associate's degree, supplemented by specialized training in clerical skills and computer applications preferred.

• Knowledge of modern office practices and procedures and records management related to the operation of police departments.

• Demonstrated ability to type accurately and use computers.

• Demonstrated ability to collect data and maintain accurate and complete records.

• Demonstrated ability to maintain confidentiality of department related information.

• Demonstrated ability to work effectively with the public, vendors, and department personnel.

• Demonstrated ability to communicate effectively verbally and in writing and to maintain accurate records and files.

• Demonstrated ability to work unsupervised, meet deadlines and complete assignments.

• Demonstrated ability to conduct research, analyze data and develop recommendations based upon data analyzed.

The City of South Burlington has one of the best benefits packages in the State of Vermont! We take pride in providing an extensive variety of plans to meet our employee's needs. Many of our Premiums are either entirely paid by the City, have a City match or are partially paid by the City. Take a look at the variety of plans we have available:

• Generous Paid Vacation and Sick Leave plans
• 12 Paid Holidays
• Health Insurance
• Dental Insurance
• Vision Insurance
• Retirement - Vermont Municipal Employee System (VMERS)
• 457 b Deferred Compensation Plan
• Short-term and Long-term Disability
• City provided Life Insurance and Accidental Death insurance plans
• Health Saving Account (HSA) - with a City Contribution
• Flexible Spending Account