Police Records Clerk

Administrative And Clerical Support

The purpose of this classification is to perform administrative and clerical work functions associated with supporting and assisting all departments and with processing and maintaining public/confidential records and reports in a timely and accurate manner to be made readily available to civilians, departmental personnel, and various agencies.

Essential Functions

The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position. Receives and reviews incoming reports/records including incident/offense, supplemental, arrest, and accident; verifies transmittal sheet and sign for documents; analyzes contents and classifies according to state and federal Uniform Crime Reporting (U.C.R.) guidelines. Types or scans officer reports into computer; writes supplemental information reports to be attached with officers reports. Enters data and pertinent information into computer; compares data entered with source documents, verifies entries to detect errors; deletes incorrectly entered data, and re enters correct data. Researches and locates records using computer system or manually; manages problems in searching and recovering lost, missing, and/or any other particular report or file. Determines confidentiality of requested document/report; verifies person's identity and authority to receive confidential information; establishes how much information requester is privy to receive. Peruses computer for outstanding warrants and writs on individuals requesting reports in person; releases or withholds information based on departmental guidelines. Retrieves police/incident reports for courts, law enforcement personnel or agencies, victims/the general public; forwards and/or mails; ensures reports are sent in a timely manner. Prepares/approves municipal court docket cards; verifies and releases officer prepared court packets. Greets visitors; ascertains nature of business; assists and/or directs visitors to appropriate person; escorts visitors within department/facility. Responds to questions, complaints, and requests for information via telephone or in person from the public, agencies, officers, court personnel, attorneys, employees, and supervisors; explains and clarifies forms and reports. Receives cash fees in payment for supplying requested reports; establishes bond amounts according to bond schedules; receives and records cash bonds and approves property bonds; tallies receipts at end of shift. Answers the telephone; provides information, advice and guidance; takes and relays messages and/or directs calls to appropriate personnel; returns calls. Makes copies, collates, and distributes reports and documents. Prepares, processes, routes, and/or files forms, requests, reports, logs, records, and documentation associated with the daily work of this position; prepares and maintains files and administrative records. Attends meetings, seminars, and training sessions to remain knowledgeable of departmental operations and to promote improved job performance. Cooperates with federal, state, and local law enforcement agencies and its officers or representatives when their activities or investigations are related to on-going investigations within city jurisdiction. Assists with ensuring jail personnel receive requests for and carries out prisoner transport to receive medical treatment. Performs the following administrative tasks: tallying miles and time from activity sheets, ordering office supplies, making cash deposit, recording youth offender status, and receiving and filing files. Updates and maintains lists and logs, specifically: sign out log for specific files, jail prisoner book, and jail list. Substitutes for co-workers in temporary absence of same. Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner. Performs other related duties as required.

Minimum Qualifications

High school diploma or GED required; one year of experience in clerical, general office, or a related field, preferably in a similar law enforcement environment. Must possess and maintain a valid driver's license.

Minimum Requirements to Perform Essential Job Functions

The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position. PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including computer, printer, calculator, copy and facsimile machines, telephone, cash register, rotating filing system, document scanner imaging system, and binding machine. Physical demand requirements are at levels of those for light work. DATA COMPREHENSION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include schedules, printouts and listings, various directories, logs and manuals, regulations, and reference books. INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative and records related information, including giving/receiving assignments and/or directions to/from co-workers, assistants, managers, or supervisors as well as communicating with attorneys, court personnel, officers, various agencies, and the general public. LANGUAGE ABILITY: Requires ability to read a variety of administrative, informational, and records related documentation, directions, instructions, and methods and procedures. Requires the ability to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice. INTELLIGENCE: Requires the ability to learn and understand relatively basic administrative, computer and records related principles and techniques, to understand departmental policies and procedures, to make independent judgments in absence of supervision, and to acquire and be able to expound on knowledge of topics related to primary occupation. VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions. NUMERICAL APTITUDE: Requires the ability to add and subtract, multiply and divide. FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment which may include standard measuring and recording devices. MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment, cash register, rotating filing system, document scanner imaging system, and binding machine. MANUAL DEXTERITY: Requires the ability to handle a variety of items, automated office equipment such as computer, printer, calculator, copy and facsimile machines, telephone, cash register, rotating filing system, document scanner imaging system, binding machine, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have average levels of eye/hand/foot coordination. COLOR DIFFERENTIATION: May require the ability to discern color. INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency. PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.