Records Clerk

Records Clerk (Internal Title: Clerk Typist)
City of Covington, KY
Police Department
Hours: Full-time, Monday through Friday, 8:00 am – 4:30 pm

Why Covington?

Welcome to the bold side of the river! Covington, Kentucky, is where progress and history come together, and as a Clerk in the Police Department, your work will help maintain the integrity and efficiency of our records system. We are looking for organized and detail-oriented individuals who thrive in an environment that values professionalism, precision, and community.

Covington is a city that celebrates its uniqueness and the diversity of its residents. Our vibrant neighborhoods, inclusive culture, and collaborative work environment create an atmosphere where everyone has the opportunity to grow and contribute.

Join us to play a key role in supporting the Covington Police Department and ensuring smooth operations in maintaining public safety and records management.

Role Overview

The Records Clerk is responsible for supporting the Police Department by maintaining files and records in accordance with established policies and procedures. Under the direction of the Records Supervisor, you will perform a variety of tasks including data entry, document handling, and responding to record requests in a timely manner. This position requires strong attention to detail, the ability to work independently, and a commitment to ensuring data integrity and confidentiality.

This is a dynamic position that requires you to efficiently handle records management, correspondence, and customer service duties while adhering to confidentiality regulations and providing support to the department's daily operations.

Key Responsibilities

• Data Entry & Records Management: Perform accurate data entry and manage both digital and physical files, updating, correcting, and verifying records as necessary.
• Document Handling: Scan, file, and retrieve documents; maintain the integrity of the physical filing system.
• Correspondence: Draft and proofread routine correspondence, emails, and reports. Handle queries by searching and retrieving files.
• Confidentiality & Security: Safeguard confidential customer and employee information, adhering to privacy standards and regulations.
• Record Requests: Respond to internal and external record requests, providing timely and accurate information.
• Mail & Communication: Sort and distribute mail, operate a multi-line phone system, and direct calls appropriately.
• Compliance: Modify, purge, or destroy records in accordance with local, state, and federal regulations.
• Customer Service: Deal effectively with a variety of people, providing customer service and handling situations with tact and professionalism.
• Teamwork & Support: Assist colleagues when needed and collaborate to meet team goals.
• Additional Duties: May assist with cashier duties, collect money, and issue receipts.

Knowledge, Skills, and Abilities

Knowledge:

• Operation of computers, Office 365, Word, Excel, and other office equipment.
• Record-keeping techniques and confidentiality principles.

Skills:

• Strong attention to detail and organizational skills.
• Ability to draft and proofread written materials with accuracy.
• Excellent communication and customer service skills, both in-person and over the phone.

Abilities:

• Ability to manage multiple tasks and meet deadlines.
• Ability to work independently with minimal supervision.
• Ability to read, interpret, and apply rules and procedures.

Qualifications

Minimum Requirements:

• High School Diploma or GED.
• 1-3 months of related experience or training, or equivalent combination of education and experience.

Preferred Qualifications:

• Experience with Office 365 and general office procedures.
• Bilingual skills are a plus.

Physical Demands

The employee is regularly required to talk or hear and frequently required to stand, walk, use hands to handle or feel, and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision, distance vision, color vision, and the ability to adjust focus.

Work Environment

The work environment is generally moderate in noise, with occasional exposure to loud noises such as sirens and firearm discharges. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Why Join Us?

• Full Benefits Package: Health insurance, retirement plans, paid time off, and 12 paid holidays.
• Impactful Work: Play a crucial role in supporting the Police Department and maintaining the integrity of public safety records.
• Collaborative Environment: Work in a supportive, team-oriented atmosphere where your contributions are valued.
• Career Growth: Opportunities for professional development and advancement within the Police Department and City of Covington.

EEO Statement

The City of Covington is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workforce that reflects the variety of perspectives, backgrounds, and experiences in our community. We encourage individuals from all walks of life to apply and proudly provide equal employment opportunities to all applicants, regardless of race, color, sex (including gender, sexual orientation, and gender identity), religion, national origin, age, disability, or any other protected characteristic.