RECEPTIONIST/GCIC CLERK

Job Description

Job Description

JOB SUMMARY

The Receptionist/GCIC Clerk performs a wide variety of clerical, administrative, and GCIC-related duties, including handling incoming inquiries, maintaining manual and computerized records, operating criminal justice information systems, processing payments and documentation, and providing administrative support to assigned divisions.

ESSENTIAL JOB FUNCTIONS

• Handle incoming inquiries and requests by answering telephones, routing calls, greeting visitors, and providing information or referring individuals to the appropriate department or personnel;

• Operates GCIC computer equipment to enter, receive, transmit, maintain, and delete records within state and national criminal justice information systems;

• Runs criminal history and driver history reports and conduct authorized background checks for law enforcement employment, ride-along, firearms-related requests, arrests, and other approved purposes;

• Monitors GCIC/NCIC hits and system messages and takes appropriate action in accordance with departmental procedures;

• Provides general clerical and administrative support to the department, including maintaining electronic and paper files, filing correspondence, and supporting administrative workflows;

• Maintains confidential documents, reports, correspondence, and communications in accordance with legal, departmental, and security requirements;

• Processes, posts, and maintains logs and reports requiring signatures or initials;

• Assists courts, records divisions, and other law enforcement agencies by providing authorized information, documentation, and administrative support;

• Accepts, receives, and processes payments related to warrants, citations, and other authorized transactions;

• Calculates bond amounts, completes bond documentation, and processes bond payments in accordance with established procedures;

• Travels in City-owned vehicles to approved locations within Douglas County to obtain surveillance video as requested; properly logs, stores, and maintains video evidence for investigative use;

• Performs other related duties as required.

Support Services

• Provides consistent customer service to the public, courts, detention facilities, and internal staff both in person and via telephone;

• Enters, updates, clears, and monitors warrants, missing persons, stolen vehicles, license plates, and related records in GCIC/NCIC and warrant tracking systems;

• Maintains, reviews, revises, and updates jail logs and corresponding jail cards to ensure accuracy, completeness, and compliance with reporting requirements;

• Creates and distributes court lists to the Douglas County Jail, Municipal Court, and other court personnel to support daily court operations;

• Documents citations, cleared warrants, bond paperwork, and daily activity logs required for Support Services functions;

• Relays training requests, open records requests, and other administrative or operational inquiries to appropriate personnel;

• Performs other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

High School diploma or equivalent; six (6) months of secretarial or general administrative work experience; or an equivalent combination of education and experience.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS

Requires GCIC Certification.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of all City departments, their functions, and contact information;

• Knowledge of departmental policies and procedures;

• Skill in operating modern office equipment;

• Skill in verbal and written communications;

• Ability to handle multiple interruptions and adjustments to priorities throughout the day;

• Ability to multitask;

• Ability to use tact and courteousness in dealing with the public in person or by phone, as well as employees of the various City departments in all types of contacts arising during daily work activities;

• Ability to write reports and business correspondence;

• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public;

• Ability to work various hours including nights and weekends;

• Ability to understand and carry out verbal and written instructions.

PHYSICAL DEMANDS

The work requires prolonged periods of sitting intermittently, standing and walking. Duties involve frequent use of a computer and standard office equipment, including repetitive hand and finger movements for typing and document handling. The position requires adequate visual, auditory, and verbal acuity to communicate effectively, review documents, and perform detailed administrative tasks, including lifting or moving materials or equipment as required by the duties of the position.

WORK ENVIRONMENT

The work is typically performed in a relatively safe, secure, and stable office environment with regular interaction with the public, law enforcement personnel, and other staff members.