Police Records Clerk

Clerical Assistant

Anticipated Hiring Range: $21.02 - $22.08/hour

Positions assigned to this class prepare preliminary drafts of reports, revises and corrects reports, and prints copies for distribution. Performs various clerical tasks including but not limited to answering phones and data entry.

Essential Duties

The following are intended to describe core work functions of this classification. While the level and broad nature of essential duties may not change, specific work tasks may vary over time depending on the City's needs.

• Complete and process reports, case files, citations and various types of documents received into Records Management System (RMS); review all data entered for completeness and accuracy; add new data to RMS as it becomes available from FBI computerized criminal history (CCH) database, or a new mug shot is taken.
• Organize case files received; scan and attach files into RMS; transmit various reports to the correct destination; provide CDs of photos to the public and insurance companies upon request; process and redact reports for the public.
• Retrieve and distribute reports, requested records and related confidential information to outside agencies; process paperwork for City and County Prosecutors.
• Staff the front desk; answer phone inquires which typically involve locating records or explaining procedures to the general public or providing information to other law enforcement agencies.
• Process accident reports for Arizona Department of Transportation and Public Works; enter into electronic reporting software; monitor spreadsheets for driving under the influence (DUI) records, missing departmental reports and audit trail; process information requests for insurance companies.
• Collect payments for records requests; log sales and balance cash receipts.
• Support City policies, goals and objectives and work with management and other staff to ethically achieve such goals and objectives; ensure compliance with safety procedures.

Minimum Qualifications

Education and Experience Must possess a High School diploma or GED, and six (6) months paid fulltime clerical experience; OR an equivalent combination of education and experience.

Supplemental Information

Knowledge

• City and Department procedures, policies and guidelines; State redaction procedures; National Incident Based Reporting System (NIBRS) requirements for reporting.
• Legal procedures for records retention and distribution.
• Professional telephone and in-person etiquette; proper grammar and punctuation.

Skills

• Establishing and maintaining cooperative working relationships with coworkers and other individuals in contact during the course of work; communicating clearly and concisely; following instructions.
• Operating a personal computer utilizing standard software and some specialized software including but not limited to multi-line phone system, Computer Aided Dispatch (CAD); functioning standard office equipment.
• Performing accurate data entry including proficiency using a 10-key.
• Assessing, prioritizing and completing multiple tasks and demands simultaneously.

Pre-employment Requirements Candidates who are selected for appointment may be required to be fingerprinted, if 18 or older; successfully complete a background investigation, employment verification and may be subject to a drug/alcohol test, medical, polygraph and/or psychological evaluation. Candidates who are appointed will be required to possess a valid driver's license to operate a vehicle in Arizona, or meet the transportation needs of the position. License/Certification Must obtain Arizona Criminal Justice Information System Terminal Operator (ACJIS) certification within six (6) months of appointment. Physical Demands and Work Environment Work is performed in a standard office environment. May require frequent sitting and continuous operation of a personal computer. May be required to perform a full range of motion with lifting and/or carrying items weighing up to 25 pounds.