Clerical I

City of Dearborn Heights

Job Description

Operational Support Clerk I - Records Bureau

Job Summary

The Operational Support Clerk (Records Bureau) compiles data through the use of software and/or computer programs, for the purposes of tracking and reporting on a variety of factors associated with police work; and to ensure legally permissible information is provide in a timely and accurate manner including but not limited to: F.O.I.A. requests, Court requests, residents’ requests, State or County reports, or designated Police Department personnel.  Records are to be maintained in both physical document form and digital sources. 

The employees of the City are required to serve citizens and customers in a tactful, courteous manner; establish and maintain good working relationships with staff, directors, elected officials, and general public. Employees in this position must demonstrate honesty and integrity.

Duties & Responsibilities

• Enter data from accident reports into software/computer system, process and file report
• Compile and assemble for final review and processing all information, in either physical or digital form to facilitate requests for information to include but not be limited to: orders of discovery, subpoenas, or Freedom Of Information Act.
• Query appropriate systems to assemble statistical data to ensure accurate reporting for the Department as promulgated by Federal, State, County and City requirements (e.g. MICR Reporting).
• Conduct quality control over police data and records to ensure technical accuracy and compliance with all applicable policies, procedures, and regulations.
• Process requests for information pertaining to the Police Department all sources maintained which includes physical police reports and digital media.
• Process requests for information and other tasks as requested by the 20^th District Court to include but not be limited to: such items as expungements, dismissals, denied warrants, and nolo prosecutions, etc.
• Coordinate the service of court process to employees of the Department.
• Professionally interact with citizens of Dearborn Heights and other parties conducting business with the Department in person, on the phone and electronically.
• Fulfill citizens request for requested information as held by the Department.
• Manage department records’ retention schedules.
• Process & register residents as required by specific registry Acts;
• Facilitate requests for Live Scan (i.e. fingerprinting services) entries
• Serve as backup for the issuance of Firearms Licenses as well as Pistol Sales Records entry
• Facilitate records checks of Citizens to facilitate inquiries of authorized entities.
• Maintain bureau cash box with daily count as well as monthly audit to include preparing deposits and subsequent fiscal reports to the City Treasurer
• Issuance of bicycle licenses, dog licenses, etc.
• Performs other duties as assigned

  Environmental Conditions and Equipment Used

• Works in indoor environments and is exposed to a moderate level of noise
• Uses tools and equipment that are relative to the position, including computers, telephone, files, etc.  

Minimum Training, Licensing, Education and Experience

• Must be at least 18 years of age or older and have earned a High School degree or equivalent  
• Must be able to pass a civil service test and oral board exam (interview) with 70% or better; must be able to pass a pre-employment physical, including drug screen, and background check.
• Must be able to type at least 50 WPM
• Must possess a high degree of professionalism and be able to maintain strict confidentiality 

Specifications (Skills, Mental and Physical)

• Must have the ability to apply principles of rational systems to solve problems and interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form
• Must have the ability to utilize commercially available software platforms and the ability to learn proprietary systems as utilized by the Department.  Examples include: Word Processing, Spreadsheets, eMail, collaborative platforms (i.e. Teams, Zoom), digital calendars/scheduling, social media platforms, case management systems, body worn camera and in car video systems.
• Must be able to read at a level to understand procedures and methods related to the job, as well as communicate effectively both verbally and in writing
• Must have math ability that includes basic math skills
• Must be able to complete sedentary work that involves primarily sitting for long periods of time, but also includes walking or standing for short periods of time
• Must be able to perform tasks requiring manual dexterity, including reaching, handling, feeling, and repetitive hand movements
• Must have hearing to perceive information at normal spoken word levels and receive detailed information through oral communication and/or make fine distinctions in sound
• Must have visual acuity for determining accuracy, thoroughness of work and observation of general surroundings and activities
• Must be able to adapt to changing situations, work well with others and participate in a team oriented environment
• Must be able to be customer oriented and maintain excellent customer service    

This job description is intended to describe the general nature and level of work being performed, not construed as an exhaustive list of all duties that could be performed by a person in this classification.