What are the responsibilities and job description for the Senior Records Clerk position at City of Copperas Cove, Texas?
GENERAL PURPOSE:
Performs a variety of routine clerical or administrative work in support of law enforcement activities.
SUPERVISION RECEIVED AND EXERCISED:
Receives direct supervision from the Records Supervisor.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Responsible for copying, distributing, and entering reports into records management systems. Responsible for copying, filing, separating, and distributing Department records.
Responsible for maintaining, cleaning and repairing equipment, facilities, and supplies.
Maintains orderly filing system for arrest records, reports, and other documents generated by Department personnel.
Performs customer fingerprinting services by receiving payment and completing the fingerprinting process.
Completes required data entry, paperwork, fingerprints, and photographs for Texas Sex Offender Registrations.
Establishes and maintains credibility of records systems using moderately independent judgment.
Issues receipts for copies of reports and other transactions. Handles cashiering duties.
Sorts and distributes incoming mail and other materials.
Prepare various reports.
Meets and provides information to the public.
Possess specific knowledge of Texas Open Records Act and Privacy and Security Act. Responsible for the release of confidential information.
Maintains files according to the records retention schedule for the State of Texas.
Prepares arrest paperwork for dissemination to the Texas Department of Public Safety and FBI.
Follows court orders to seal or expunge police records.
Attends training to receive professional development.
Attends meetings with Department personnel and outside entities to exchange information. Liaison with other local, state, and federal agencies. Receives incoming calls, determines nature and urgency of calls, and coordinates appropriate response. Composes a variety of correspondence, reports, and other materials requiring independent judgment as to content, accuracy, and completeness.
Serves on various employee committees as required. Performs general clerical duties as necessary.
Must be able to follow directions.
Regular and timely attendance is an essential job function.
PERIPHERAL DUTIES:
Serves as a member of various employee committees as assigned.
Other duties as assigned.
DESIRED MINIMUM QUALIFICATIONS:
Graduation from high school or equivalent; and
One (1) year of general office, communications, or records management experience; or
Any equivalent combination of education and experience.
Must be able to type 35 WPM.
Must possess, or be able to obtain by time of hire, a valid Texas Driver's License.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of general office skills.
Must be able to follow directions.
Knowledge of Texas Penal Code, traffic laws and privacy acts.
Ability to use modern office equipment and software.
Skilled in general office duties.
Ability to establish and maintain effective work relationships with co-workers, the public, and outside agencies.
Ability to exercise confidentiality.
Ability to handle several duties at once and prioritize jobs.
Ability to remain helpful and courteous with people on the phone, through online/digital communication, and in person.
SELECTION GUIDELINES:
Formal application; review of education and experience; oral interview; background check; polygraph examination; successful completion of a drug screen.
TOOLS AND EQUIPMENT USED:
Phone switchboard; personal computer including keyboarding, word processing and specialized software; copy machine; fax machine; calculator; shredder.
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. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds; prolonged sitting. Specific vision abilities required by this job include close vision and the ability to adjust focus.
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. While performing the duties of this job, the employee will primarily work indoors. The employee occasionally works near moving mechanical parts and other hazards associated within an office environment.
The noise level in the work environment is usually quiet.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
No one will perform the duties of a higher position without prior authorization from an individual authorized to approve.
The position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.