What are the responsibilities and job description for the RECORDS CLERK position at CITY OF BROOKHAVEN GA?
JOB SUMMARY
This position performs specialized clerical, administrative, and technical work related to the processing, maintenance, security, and dissemination of police records. The Records Management Clerk ensures the accuracy, integrity, and proper maintenance of official law enforcement documentation within the department’s Records Management System (RMS) and supports departmental operations through records management, crime data reporting, and public records compliance. This position is responsible for maintaining official police records, responding to records requests, ensuring compliance with the Georgia Open Records Act, and supporting criminal justice operations through accurate documentation and records management. The employee must successfully complete and maintain Georgia Crime Information Center (GCIC) certification and comply with Criminal Justice Information Services (CJIS) security requirements.
ESSENTIAL JOB FUNCTIONS:
- Processes requests for incident reports, accident reports, criminal background checks, and other authorized records.
- Manages the department’s Open Records Request process in accordance with the Georgia Open Records Act, including locating records, reviewing materials for releasability, applying required redactions, and distributing approved documentation.
- Processes requests for audio, video, and other digital media records and prepares copies for authorized requestors.
- Makes copies of video and audio recordings and distributes copies to requestors while collecting applicable fees.
- Collects and documents applicable fees associated with records requests.
- Responds to records requests from criminal justice agencies including courts, prosecutors, probation departments, and other law enforcement agencies.
- Provides documentation to support criminal investigations, court proceedings, and case preparation.
- Reviews, processes, and maintains incident reports, arrest reports, supplemental reports, and related documentation within the department’s Records Management System (RMS).
- Conducts quality control reviews of police reports to ensure completeness, accuracy, proper offense classification, and compliance with departmental policies and criminal justice reporting standards.
- Identifies report errors or discrepancies and coordinates with officers or supervisors to resolve documentation issues prior to record finalization.
- Maintains official police records and files in accordance with departmental policies and state
records retention schedules.
- Maintains organized and secure records storage systems, including records retention, archiving, and documentation control.
- Retrieves records, reports, and case documentation for authorized department personnel and criminal justice agencies.
- Maintains records storage areas and ensures the security and integrity of police records and related documentation.
- Enters, updates, and maintains records data within the department’s RMS and associated databases.
- Supports the preparation and submission of crime statistics in accordance with National Incident-Based Reporting System (NIBRS) reporting standards.
- Maintains confidentiality of sensitive criminal justice information and ensures compliance with CJIS security standards.
- Ensures proper management, organization, and accessibility of police records and documentation.
Qualifications:
MINIMUM REQUIREMENTS TO PERFORM WORK:
-
- High School graduate or GED; Associate’s degree preferred
- Minimum of two (2) years of experience in an office clerical position preferably in a police environment;
- Or equivalent education, and/or experience; and
- Must successfully complete the Georgia Crime Information Center Terminal Agency Coordinator Certification.
Knowledge, Skills and Abilities:
- Knowledge of the Georgia Open Records Act and applicable records release requirements.
- Knowledge of National Incident-Based Reporting System (NIBRS) reporting standards.
- Knowledge of law enforcement records management procedures and records retention practices.
- Knowledge of Criminal Justice Information Services (CJIS) Security Policy and Georgia Crime Information Center (GCIC) regulations.
- Knowledge of recordkeeping, report preparation, filing methods, and records management techniques.
- Knowledge of the judicial system and criminal justice processes.
- Ability to maintain strict confidentiality of sensitive criminal justice information.
- Ability to interpret and apply laws, policies, and procedures related to records management and the release of information.
- Ability to identify report discrepancies and coordinate corrections with appropriate personnel.
- Ability to maintain accurate files, records, and documentation.
- Ability to establish and maintain effective working relationships while maintaining accuracy and attention to detail.
- Ability to communicate effectively and respond to questions from department personnel and the general public.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to interpret a variety of technical instructions and work with multiple variables.
- Ability to effectively present information and respond to questions from managers, clients, customers and the general public;
- Ability to define problems, collect data, establish facts, and draw valid conclusions;
- Ability to interpret a variety of technical instructions, and deal with a variety concrete variables;
- Ability to operate a motor vehicle.
- Ability to successfully complete GCIC/TAC certification.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
-
- While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
- The employee is occasionally required to walk.
- The employee must occasionally lift and/or move up to 25 pounds.
- Specific vision abilities required by this job include close vision and the ability to adjust focus.
- While performing the duties of this job, the employee sits in an office or computer room.
·
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
-
-
- The employee regularly works in a normal office environment.
- The employee may perform some duties outdoors while conducting official business which will require limited local travel.
- Employee may be required to attend some evening and weekend meetings and may be required to assist in special events.
-
The City has the right to revise this position description at any time and does not represent in any way a contract of employment.
Salary : $22 - $33