Police Records Clerk

Job Title

Under general direction, performs a variety of clerical and administrative duties to maintain operations of the Records Section and Administrative Services of the Police Department. Partners with internal and external customers, divisions, units and criminal justice agencies to deliver effective services.

Essential Duties and Responsibilities

Provides administrative support in assigned area of responsibility, including preparation of confidential correspondence to various agencies, processes incoming and outgoing mail; order and distribution of supplies, support Administrative Services with repair documentation, scheduling and transport to repair facilities as needed.

Performs a wide variety of routine and complex document and records management duties related to confidential police reports, law enforcement records, court requirements, police records and case files.

Enters various information into computer system including summons and traffic accidents; enters and processes information as it pertains to CCIC (Colorado Crime Information Center)/NCIC (National Crime Information Center)/NIBRS (National Incident-Based Reporting System).

Performs clerical duties as necessary including computer data entry, copying, filing, answering telephones, formatting various documents, preparing reports, revising manuals and operating a variety of office equipment.

Provides external customer service by serving as department's receptionist by responding to inquires from and providing assistance to citizens, guests, outside agencies and others that contact the Police Department. Provides internal customer service to include responding to inquires from and providing assistance to co-workers, supervisors, and other City employees.

Works in conjunction with supervisors and Chief of Police to maintain accurate and useable records retention and storage for the Department.

Prepares warrant entries into CCIC.

Maintains current and archival police records systems.

Ensures compliance with laws, court orders and decisions, and regulations on the use, distribution and confidentiality of police records. Participates in the release of police records information pursuant to Colorado Revised Statutes. Works with local, state and federal agencies in matters relating to the collection, retention, retrieval and distribution of police records information.

Proposes and assists with establishing standards of production and workflow.

Represents the department in community events, meetings and programs. Attends professional organization meetings as assigned by the Chief of Police.

Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Responsible for safety of self, others, materials, and equipment. Uses all required safety equipment.

Performs related duties as required by supervisors or the Chief of Police to meet the needs of the City.

May be required to work overtime.

Qualifications and Requirements

Skill, Knowledge and Ability:

Ability to respond effectively to common inquires or complaints from customers, regulatory agencies, or members of the business community.

Ability to effectively present information to management, department personnel, and citizens.

Working knowledge of computers and the ability to learn and utilize software applications for word processing, spreadsheets, databases and other current technology.

Ability to develop and maintain effective working relationships with employees, supervisors, various agencies and general public by providing excellent customer service.

Ability and willingness to acquire knowledge of applicable laws, regulations, policies and procedures relating to public records requests and confidentiality of law enforcement records.

Education, Certifications and Experience:

Minimum qualifications:

High school diploma or GED.

One (1) year experience with general office functions and customer service.

CCIC (Colorado Crime Information Center) certification or ability to earn within 6 months of hire.

Preferred qualifications:

Experience in police records and/or police department operations.

Bilingual in English and Spanish

While performing the duties of this job, the employee is regularly required to sit, stand, walk, squat, talk, hear and see. Light physical effort to handling objects up to 20 pounds occasionally and on rare occasions over 40 pounds. Information dealt with may be graphic and upsetting. Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

Supplemental Information

The City of Fort Lupton supplies a robust and diverse benefit package to reach a wide range of needs:

Medical, Dental, Vision

Options to choose Health Savings Account (HSA) with employer contribution, or Flexible Spending Account (FSA) with or without optional Dependent Care Spending Account

Health Reimbursement Account (HRA)

414(h) with employer contribution and optional pre or post-tax 457(b)

FREE Telehealth option for employees/spouses/dependents available 24/7, 7 days per week

Aflac options

Employee Assistance Programs (EAP)

Employer emphasis on Wellness Programs, group activities, and incentives

Free recreation center pass

Education reimbursement

Pet Insurance available for enrollment any time of year

Credential and bi-lingual pay incentive

Employer-paid Group Life & AD&D

Voluntary Life & AD&D (For self, spouse, and dependents)

Employer-paid Short- and Long-Term Disability