RECORDS CLERK

Records Clerk

The Records Clerk logs and maintains police records for development of investigative and statistical reports. Work includes a wide variety of typing, clerical, and general office duties in the Police Department.

Essential Job Functions:

• Enters police reports and related data into the Records Management System (RMS) and ensures the accuracy, completeness, and confidentiality of police records in compliance with CJIS requirements.
• Performs a wide variety of general clerical duties related to the processing, maintenance, and retention of police records, including responding to open records requests and conducting authorized records searches.
• Assists the public in person and by telephone by receiving and processing requests and complaints; locates reports for customers; answers questions regarding records, permits, background checks, directions, and other related information.
• Maintains a variety of files and records; enters data into computer systems and files case reports, citations, and supports documentation in accordance with established procedures.
• Assists sworn officers and department administration with data retrieval, report access, and documentation requests as required for investigations, court proceedings, or administrative purposes.
• Files, retrieves, and manages records, citations, and case-related data associated with individuals or incidents, ensuring proper indexing and timely availability.
• Processes background checks for the public and assists with city-required permits, ensuring documentation is complete and accurate prior to release or approval.
• Processes paperwork for alcohol servers, pawn shop employees, tow truck drivers, and other regulated entities; takes photographs, creates identification cards, and inputs required information into designated systems.
• Financial Responsibilities: Accepts, receives, and/or collects payments related to records requests, permits, and other services, and ensures proper documentation and routing of collected funds.
• Assists with the review, upload, management, and authorized release of police dash camera and body-worn camera footage in coordination with I.T. and in accordance with policy and legal requirements.
• Performs other related duties as required.

Minimum Education and Experience Requirements:

High School diploma or equivalent; two (2) years of experience in customer service and/or police records; or an equivalent combination of education and experience.

Certification, License, and Special Requirements:

Requires a Valid Georgia Driver's License and GCIC Certification.

Knowledge, Skills and Abilities:

• Knowledge of modern office practices, procedures, equipment, and computerized records systems used in a police or records environment;
• Knowledge of record-keeping and statistical record-keeping techniques, including data accuracy, retention, and retrieval requirements;
• Knowledge of applicable laws, codes, rules, regulations, policies, and procedures governing police records and related activities;
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary for professional written communication;
• Skill to communicate effectively in oral and written form with the public, sworn personnel, and administrative staff;
• Skill to use tact, patience, discretion, and professionalism when handling sensitive or confidential information;
• Ability to operate computer systems and office equipment to accurately enter, retrieve, and maintain routine and confidential records;
• Ability to read, interpret, apply, and explain laws, codes, policies, and procedures related to assigned duties;
• Ability to follow established police practices and procedures while maintaining confidentiality and sound judgment;
• Ability to establish and maintain cooperative and effective working relationships with others.

Physical Demands:

The work requires sedentary activity and involves frequent use of hands and fingers for data entry, filing, and document handling; visual acuity; hearing and speaking to communicate with the public and staff; mental acuity to process detailed and confidential information; repetitive motion; and occasional walking and reaching.

Work Environment:

The work is typically performed in a relatively safe, secure, and stable office environment within a law enforcement or municipal records setting, with regular interaction with the public and staff and routine exposure to confidential and sensitive information.