What are the responsibilities and job description for the Police Records Clerk II position at City of Columbia, MO?
The purpose of this job is to perform a wide variety of specialized and complex administrative and technical support for the Police Department. This includes processing police reports in accordance with NIBRS (National Incident-Based Reporting System) and department guidelines, performing various recordkeeping functions, and providing assistance to the public both in person and by phone. The position also supports other non-sworn functions and activities within the department.
Essential Duties and Responsibilities - The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description
- Reviews, approves or denies all police reports and supplements in compliance with federal, state, and local laws.
- Codes police reports and updates the Records Management System (RMS) based on NIBRS guidelines. Corrects RMS reporting errors and prepares RMS for monthly crime statistics submission.
- Operates the department’s front desk, serving as the first point of contact for visitors. Provides customer service in person, via phone, and in writing.
- Receives non-emergency service requests, obtains information, enters data into the Computer Aided Dispatch System (CAD), and transmits responses.
- Provides varied and complex administrative office support to department and staff.
- Guides and trains staff on processes and software.
- Creates and maintains records in accordance with rules and regulations. Responds to records requests.
- Performs accurate data entry, maintains records, and generates documents and reports in accordance with established policies and procedures.
- Conducts checks on arrestees and suspects for active warrants, driving records, and criminal histories.
- Assists officers with Records Management System (RMS) checks.
- Processes, retrieves, and distributes technical and confidential law enforcement information including police reports, citations, and warrants.
- Receives, screens, and processes various types of documentation, ensuring completeness and accuracy.
- Regular attendance is a necessary and essential function.
- Performs other duties as assigned.
Supervisory Responsibilities
- No supervisory authority. Work does require providing guidance and training to others.
Human Collaboration and Job Impact - This area describes the personal interaction with others outside direct reporting relationships as well as the impact the job has on organization, the department or unit objectives, the output of services, or employee or public satisfaction
- Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contact may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
- Interactions have limited impact on the organization in terms of time, money, or public/employee relations.
Fiscal Responsibility
- Position has no fiscal responsibility.
Education and Experience - An equivalent combination of education, training and experience will be considered
Education and Experience:
- High school diploma or equivalent.
- 3 to 5 years’ experience in administrative support or customer service.
Licenses or Certifications:
- Valid driver’s license.
- Missouri Uniform Law Enforcement System (MULES) certification within 6 months of hire.
Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those commonly associated with this position
Knowledge of:
- Basic business English usage, including the meaning and spelling of words, rules of composition, and grammar.
- Office practices and administrative procedures, records management, and administration techniques and procedures.
- Federal, state and local reporting guidelines as it pertains to police records.
- Common business software applications such as Microsoft Office.
Skill in:
- Communicating verbally and in writing to meet the needs of the audience.
- Applying active listening and asking questions for understanding.
- Collecting, organizing, and analyzing complex and/or technical data.
- Creating and maintaining organized, detailed and accurate records.
- Typing and/or data entry with minimal errors.
- Maintaining attention to detail.
Ability to:
- Read, interpret, and comprehend multiple writing styles.
- Read, interpret, and apply federal, state and local laws, rules and directions.
- Work independently.
- Recognize, analyze, and solve a variety of problems.
- Handle difficult and stressful situations with professional composure and maintain effective interpersonal relationships.
- Handle sensitive and confidential information with discretion.
- Provide high levels of effective customer service.
- Exercise sound judgment in making decisions.
- Train others.
- Regularly use a computer, software, phone and related office equipment.
- Focus on tasks.
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job
Work Environment:
- Office or similar indoor enviroment – Frequently/Often
Exposures:
- Individuals who are hostile or irate – Sometimes
- Individuals with known vioent backgrounds – Sometimes
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 essential functions.
- This position is relatively free from unpleasant environmental conditions or hazards and is generally sedentary.
- Incumbents may be required to exert up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.
Hours/Days
Varies, employee will work 40 hours per week, generally 5-8 hour days.
Additional information will be provided during interview process.
Additional information will be provided during interview process.
Starting Salary
$18.59-$22.88 per hour (commensurate w/ experience) and shift differential of $1.00 per hour for all hours worked between 6 pm to 6 am.
Pay Grade
105
Number of Positions Available
1
Deadline to Apply
Open Until Filled
Yes
Special Instructions to Applicants
This position is housed within the Records Unit of the Support Services Bureau.
Applicants must pass an extensive law enforcement criminal background check.
This position is open until filled with a preferred application deadline of December 5, 2025
Applicants must pass an extensive law enforcement criminal background check.
This position is open until filled with a preferred application deadline of December 5, 2025
Notice to Applicants
Individuals needing accommodation to apply may call 573.874.CITY (2489)
TTY: 711 (MO RELAY)
THE CITY OF COLUMBIA IS A MERIT, AFFIRMATIVE ACTION, EQUAL OPPORTUNITY EMPLOYER: MALE / FEMALE
THE CITY OF COLUMBIA REQUIRES PRE-EMPLOYMENT DRUG TESTING
The City of Columbia participates in the federal E-Verify work authorization program
TTY: 711 (MO RELAY)
THE CITY OF COLUMBIA IS A MERIT, AFFIRMATIVE ACTION, EQUAL OPPORTUNITY EMPLOYER: MALE / FEMALE
THE CITY OF COLUMBIA REQUIRES PRE-EMPLOYMENT DRUG TESTING
The City of Columbia participates in the federal E-Verify work authorization program
Salary : $19 - $23
