Records Clerk

Clerical Position

Clerical duties are assigned in accordance with the office procedures and may include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing.

Representative List of Essential Duties and Responsibilities

This list is not intended to be all-inclusive nor exclusive but is intended to provide examples of typical duties performed.

• Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Answers telephones, direct calls, and take messages.
• Maintains and updates filing, inventory, mailing, and database systems, either manually or using a computer. Maintains online reporting system, uploading incident reports, photos, files, evidence reports, witness statements, etc. on a case-by-case basis.
• Communicates with citizens, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.
• Opens, sorts, and routes incoming mail, answer correspondence, and prepares outgoing mail including certified mail.
• Compiles, copies, sorts, and files records of office activities, business transactions, and other activities.
• Reviews files, records, and other documents to obtain information to respond to requests. Sends requested reports to outside agencies.
• Provides information and assistance to the public at the front counter; receives and receipts monies for Police Department fees and services. Serves as Notary Public when needed.
• Performs administrative tasks such as maintaining information files, processing paperwork,
• compiles, codes, categorizes, calculates, tabulates, audits, or verifies information or data.
• Maintains the online reporting system, uploading incident reports, accident reports, and updating the system as needed.
• Reviews records and reports pertaining to records division activities such as production, daily work activity and performance. Enters tickets, warnings, and accidents reports into software.
• Responsible for accurate and timely submission of all State and Federal required reporting such as accident reporting and IBR crime reporting.
• Processes expungement orders including deletion of information, gathering documents, and mailing documents to county clerk, State, and others.
• Redacts and forwards incident reports and arrest records to appropriate media on a timely basis.
• Reads and comprehends rules, regulations, policies, and procedures of the police and fire departments as well as those of the City Civil Service Law, for purposes of ensuring appropriate employee job performance and conduct.
• Establishes and maintains effective work relationships with others.

Competency

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem Solving - Identifies and resolves problems in a timely manner;
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs;
• Team Work - Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit;
• Leadership - Inspires respect and trust;
• Ethics - Works with integrity and ethically; Upholds organizational values;
• Organizational Support - Follows policies and procedures;
• Accountability - Takes responsibility for own actions;
• Professionalism - Treats others with respect and consideration regardless of their status or position;
• Quality - Looks for ways to improve and promote quality.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Must possess a high school diploma or GED certificate.
• Completion of some college or university course work in Criminal Justice, Law Enforcement, Police Science, Criminology, Public Administration, Business Administration, or a related field is preferred.

In order to maintain and continue employment as a Records Clerk for the City of Pelham Police Department, an employee must retain the legal right and authority to access information from and through the Alabama Criminal Justice Information Center (ACJIC) and the National Crime Information Center (NCIC) computer systems. Conviction of any felony, or any other crime that results in the loss of an employee's right to access said computer systems, or a sustained allegation of breach of the rules governing operation and access to said computer systems which results in a decision by either ACJIC or NCIC to terminate an employee's right and/or authority to access, operate, or receive information through said computer systems will immediately disqualify said employee from continued employment for the City of Pelham. Notary Public preferred. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Speak English clearly, distinctly, and concisely at a satisfactory volume level to communicate with the public to resolve customer complaints and answer customers' questions. Hearing, (including background noise rejection) must be sufficient to allow for the routine use of multiple line telephone systems. Communicate verbally and effectively by listening to people and by giving information and direction. Ability to solve practical problems and deal with variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Organize and successfully handle multiple tasks at essentially the same time, or within a very short time frame, some of which tasks occur under urgent circumstances. To perform this job successfully, an individual should have knowledge of Word Processing software and Database software.

Supplemental Information

This job has no supervisory responsibilities. The work in this position is primarily conducted indoors in an office setting, however, the unique characteristics of a police agency may require the employee to work near a jail and/or other areas of the police department where arrested persons, prisoners and suspects are processed, interviewed or otherwise detained. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee is regularly required to use hands to finger, handle to feel; reach with both hands and arms. Hand dexterity must be sufficient to effectively and expeditiously utilize standard computer keyboard for Computer-Aided Dispatch operations and data entry. The employee is regularly required to talk and listen/hear. The employee is occasionally required to stand; walk; sit; and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to ten (10) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Eyesight, (i.e., vision) must be sufficient to allow for routine use of computer monitor screens, video surveillance monitor screens, standard size NCIC/ACJIC teletype printouts and standard size computer printouts.

Benefits

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. To learn more details, visit our benefits page.