Summary

Designated to perform a variety of responsible clerical and administrative tasks in support of the police department administrative function to document, process, maintain and control police records, case files, statistics and related information. Work includes entering data for police records into the Missouri State Law Enforcement System (MULES) and REJIS software, responding to public information requests and other related duties. Due to the nature of the work, accuracy, attention to detail and multi-tasking are important skills that must be demonstrated.

Essential Functions

• Processes all requests for Police reports or records
• Processes arrest booking records to include indexing, copying and review for completeness
• Enters data into the Missouri State Law Enforcement System (MULES) and REJIS software systems for stolen articles, vehicles, securities, boats, guns, aircraft, vehicle parts, licenses, missing persons, unidentified persons and other intelligence files
• Files and maintains files of departmental records including police reports, computer records and other documents
• Completes and processes incident, offense, arrest, commitment, referral, accident, intelligence, crime, citation and other police reports in order forward copies to appropriate personnel, complete the reports, and provide a record of processing by checking forms, forwarding and mailing, filing, etc. following established departmental procedures for each form
• Operates office equipment to accurately and efficiently prepare, process, file and maintain police records
• Greets individuals on the phone and in person to respond to numerous inquiries and requests
• Enters and clears warrants
• Codes and disseminates fingerprint cards
• Responds to inquiries, dispatches officers to calls for service, transfers callers to appropriate personnel or Department, and relays messages when necessary
• Types general and confidential correspondence and maintains filing system for all correspondence
• Opens and distributes mail; routes copies of mail, memos, correspondence, and ordinances to appropriate personnel or Department
• Performs all work duties and activities in accordance with City policies and procedures
• Works in a safe manner and reports unsafe activity and conditions by following City-wide safety policy and practices and adheres to responsibilities concerning safety prevention, reporting and monitoring as outlined in the City's Safety Handbook
• Performs all other duties as assigned

Knowledge, Abilities and Skills
Knowledge of:

• City streets and common community locations for minor dispatching functions
• Customer service and communication techniques
• Record keeping procedures and forms
• Personal computers and related software

Ability to:

• File and maintain office records for easy retrieval of information
• Respond to the requests and inquiries tactfully and courteously
• Perform multi-tasks with numerous interruptions
• Accurately proofread numerical and text data
• Establish and maintain effective working relationships with other employees and the general public
• Read, understand and follow detailed written rules, regulations, procedures and instructions
• Communicate clearly and concisely, orally and in writing
• Operate a personal computer and related software
• Operate general office equipment
• Respond to citizen requests in a courteous and effective manner
• Perform a wide variety of duties and responsibilities
• Demonstrate integrity, ingenuity and inventiveness in the performance of assigned tasks

Skills in:

• Public relations
• Self-motivation
• Writing; including knowledge of grammar, spelling and punctuation

Supervision Received

• The work is performed under the supervision of the Police Department Operations Manager

Supervision Exercised

• None

Essential Knowledge, Experience, and Ability

• High school diploma or GED equivalency, including or supplemented by courses in typing and clerical procedures
• Some experience and/or training in customer service, data entry, clerical work or related field; or any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work
• Must be able to certify in inquiry and entry through MULES and REJIS within 6 months of employment and maintain certification as long as employed
• Must be able to learn proper radio procedures and learn city streets and common locations for minor dispatching functions

Preferred Qualifications

• One (1) to three (3) years experience in related field
• Certification in inquiry and entry through MULES and REGIS

Essential Education, Certification, and/or Licenses

Work Environment

• The primary duties of this class are performed in a general office environment.

Essential Physical Abilities

• Clear speech and hearing to effectively communicate in person and over the telephone.
• Normal range of hearing to understand phone conversations, co-workers, supervisors, etc., even in noisy environments.
• Sufficient vision to review written and electronic materials up close, distinguish letters and numbers, and read printed material from a distance.
• Manual dexterity to type, operate computer equipment, write legibly, and handle records and files.
• Light physical effort, working almost exclusively with lightweight materials up to 25 pounds, and occasionally with heavy weight materials over 60 pounds.
• Personal mobility allows the employee to stand or sit for extended periods, move between workstations, and use general office equipment.

• Completion of job application and all supplemental information
• Oral interview
• Background check
• Fingerprinting
• Polygraph or voice analysis test
• Psychological test
• Drug and alcohol screen