Records Clerk

Job Details: Job Location: City of Mableton - MABLETON, GA 30126, Position Type: Full Time, Education Level: 2 Year Degree, Salary Range: $20.91 - $28.12 Hourly, Job Category: Admin - Clerical, DESCRIPTION OF DUTIES The Records Clerk performs detailed administrative and clerical work involving the receipt, processing, maintenance, retrieval, and dissemination of law enforcement records. The position is responsible for ensuring the accuracy, completeness, security, and timely processing of records in accordance with departmental policies, applicable laws, public records requirements, and state and federal reporting standards. ESSENTIAL JOB FUNCTIONS Receives, processes, indexes, files, and enters police incident reports, arrest records, traffic citations, accident reports, and other law enforcement records into the Department's Records Management System (RMS). Reviews submitted reports and records for completeness, accuracy, proper documentation, and required information prior to processing and filing. Maintains accurate electronic and physical records and ensures information is properly organized, indexed, retained, and readily accessible to authorized personnel. Assists members of the public, attorneys, law enforcement personnel, courts, and other authorized parties with records requests and inquiries in person, by telephone, or through electronic communication. Processes requests for police reports and other public records in accordance with applicable open records laws, privacy requirements, departmental policies, and established procedures. Reviews records prior to release and redacts confidential, restricted, or otherwise protected information as required by law. Processes criminal background checks, local record clearances, and other authorized records inquiries in accordance with established procedures. Provides fingerprinting services to members of the public and other authorized individuals and maintains appropriate documentation. Enters, verifies, updates, and retrieves information from law enforcement databases and other records systems. Reviews data for accuracy and identifies and corrects errors, omissions, or inconsistencies to support compliance with state and federal crime reporting requirements, including National Incident-Based Reporting System (NIBRS) standards. Assists with records audits, quality control reviews, and reconciliation of information between departmental records systems. Maintains confidentiality and security of criminal justice information, personal identifying information, investigative records, and other sensitive departmental information. Prepares routine reports, correspondence, documentation, and statistical information related to records activities. Assists Records Division personnel with retention, archiving, and disposition of records in accordance with applicable retention schedules and departmental procedures. Provides administrative support to the Records Division and assists with special projects and process improvement initiatives as assigned. Other related duties as assigned. Qualifications: DESIRED SKILLS/KNOWLEDGE/ABILITIES Knowledge of general office practices, records management, filing systems, and data entry procedures. Knowledge of law enforcement records, terminology, and procedures preferred. Knowledge of applicable public records, privacy, confidentiality, and records retention requirements. Knowledge of Records Management Systems (RMS), databases, and standard office software. Ability to accurately enter, retrieve, review, and maintain a high volume of information. Ability to identify errors and discrepancies and take appropriate corrective action. Ability to review records carefully and apply established procedures regarding confidential and restricted information. Ability to maintain confidentiality and exercise discretion when handling sensitive criminal justice and personal information. Ability to provide professional and courteous customer service to members of the public, law enforcement personnel, attorneys, courts, and other agencies. Ability to communicate effectively, both orally and in writing. Ability to organize and prioritize multiple assignments while meeting established deadlines. Ability to work accurately and efficiently with frequent interruptions and changing priorities. Ability to operate computers, databases, RMS platforms, scanners, fingerprinting equipment, and standard office equipment. Ability to type accurately at a minimum speed of 45 words per minute. TRAINING AND EDUCATION QUALIFICATIONS Minimum Qualifications High School Diploma or GED. One (1) to two (2) years of clerical, customer service, records management, data entry, or administrative experience. Fast, accurate typing skills (45+ WPM) and proficiency with database entry and basic office software. Must successfully pass an extensive background investigation. Any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities. Possession of a valid driver's license. Preferred Qualifications Associate degree in Criminal Justice, Public Administration, Records Management, Business Administration, or a related field. Previous experience in a law enforcement, court, legal, public safety, or government records environment. Experience using a law enforcement Records Management System (RMS). Experience with public records requests, records retention, NIBRS, or other state and federal crime reporting requirements. Previous fingerprinting or background-check processing experience. ESSENTIAL PHYSICAL/MENTAL ABILITIES Occasionally: Standing, walking, bending, reaching, lifting and carrying items weighing up to 25 pounds, and operating fingerprinting, scanning, and other office equipment. Frequently: Sitting, repetitive use of hands and arms, typing, concentrating on tasks, examining and observing details, reading, making decisions, remembering details, and communicating with others. Ability to maintain accuracy and concentration while performing detailed and repetitive clerical work and while working with confidential and sensitive information. PROBATIONARY PERIOD AND FLSA STATUS Probationary Period One (1) Year FLSA Status Non-Exempt #J-18808-Ljbffr