Records Clerk

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement data and information including police reports, citations, warrants, protective orders, and subpoenas.

• Enters, maintains, and retrieves data, reports, and information using a variety of automated law enforcement records systems. Provides statistical data for internal uses such as crime analysis and performance measurement, and for external uses such as CALEA and ICMA reporting.

• Assists the public in person, by phone and by email, with a wide variety of police-related questions and needs, including providing copies of police incident and accident reports. Answers the department’s general, non-emergency phone during business hours and appropriately handles calls. Receives packages, opens, and distributes mail.

• Collects payment by cash, check or bank card for services provided. Maintains balance in cash drawer and coordinates deposits. Handles accounting via the City’s cash system.

• Interfaces with the Georgia Crime Information Center (GCIC) in confidential functions such as researching warrants, driving records, and criminal history; and entering/validating data such as warrants, records of arrest, and pawn transactions.

• Enters warrants in APD warrant’s system; answers calls related to warrant issues; verifies current address; validates existing warrants for stolen guns, wanted persons, and stolen cars; prepares monthly report to ensure warrant system effectiveness.

• Sends out amnesty letter for Amnesty Program and updates system for returned amnesty letter.

• Receives and coordinates responses to all Open Record Act requests.

• Processes all expungement/restriction requests.

• Processes case reports including citation amendments, Department of Motor Vehicle paperwork, domestic violence reports, and traffic accidents; prepares all reports, including both misdemeanors and felonies; processes all reports to be forwarded to proper individual or agency.

• Assists with Police file and record management including their destruction and transformation to micro imaging; scans reports; assists in the implementation of file record management systems and programs. Ensures compliance with state requirements for records retention.

• Collects checks and cash for reports, permits and other matters; maintains appropriate ledgers; prepares deposits and issues receipts.

• Processes alcohol, massage and door to door sales permits; reviews applications for completeness, processes GCIC criminal history and under supervision determines approval or denial of permit applications.

• Maintains and organizes all inmate records in hard copy and on computer, including reviewing incarceration data for accuracy.

• Receives audits and verifies validity of cases being processed for warrants of arrest, and summons.

• Assists in researching jail and criminal history records on past and present inmates for Adult Probation and Parole, and other criminal justice entities.

• Processes background check requests and ensures the information is forwarded to all departments in a timely manner.

• Obtains bond packages and paperwork from the Fulton County jail.

• Coordinates efforts with other county departments and agencies as needed.

• Performs related duties as required or assigned.

Knowledge of:

• Law enforcement records management principles, procedures, techniques, and equipment; familiarity with basic court procedures.

• Basic police terminology.
• Public and agency desk procedures and methods of providing services and information including those related to collecting, maintaining, and releasing information, files, and documents.
• Pertinent federal, state, and local laws, codes, and regulations and department rules, policies, and procedures.
• State and federal laws relating to criminal conduct; classifications of offenses; laws relating to arrest, detention, search and seizure, elements of offenses, defendant identification, warrant service procedures, criminal history systems, incarceration procedures and discovers.
• Customer service principles and practices.
• Methods and techniques of proper phone etiquette.
• Automated law enforcement information systems and procedures.
• Principles and procedures of recordkeeping and filing.
• Mathematical principles.
• Basic principles of business letter writing.
• English usage, spelling, grammar, and punctuation.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

• Understand the organization, operation, and services of the City, the Public Safety Department, and of outside agencies as necessary to assume assigned responsibilities.

• Understand, interpret, and apply general administrative and departmental policies and procedures.
• Perform a variety of law enforcement office support and clerical duties and activities of a general and specialized nature for the Public Safety Department.
• Compile, maintain, process, and prepare a variety of records and reports.
• Perform record searches quickly and accurately.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment in maintaining critical and sensitive information, records, and reports.
• Read, understand, and review documents for accuracy and relevant information.
• Use applicable office terminology, forms, documents, and procedures in the course of the work.
• Learn extensive statutes, rules, regulations, policies and procedures pertaining to the use and management of information related to criminal history records.
• Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.
• Organize and prioritize work assignments.
• Meet critical deadlines.
• Deal successfully with the public, in person and over the telephone.
• Courteously respond to community issues, concerns, and needs.
• Understand and follow oral and written instructions.
• Operate and use modern office equipment including a computer and various software packages.
• Operate specialized automated law enforcement information systems including public safety computer systems to access and maintain data.
• Type and enter data accurately at a speed necessary for successful job performance.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications

Any combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

• High School diploma or GED equivalency. Associate degree from an accredited college or university with major course work in criminal justice, business administration or a related field is desirable.

• Experience working in a clerical environment, preferably law enforcement, that demonstrates a general aptitude for working with the public in a multitask environment, including some word processing experience, supplemented by course work in typing, computer software, office equipment, and office procedures.

• A typing speed of 40 words per minute.

• Capable of being a notary public.

• Possession of a valid Georgia Class C driver’s license.

Physical Demands

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer.  All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City’s employees and to the security of the City’s equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity.The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Salary : $45,920 - $73,470