Police Records Clerk

This is a clerical position, providing clerical service to the Records Division of the Police Department. Work is performed under the supervision of the Senior Records Clerk. Clerical duties include filing, documenting case files, data entry duties, filing reports, and validations with State and Federal agencies as required by law.

1. Clerical Duties:
   • Scan Warrant of Arrests, witness statements, and other document evidence provided by officers into the system for filing. 
   • Answer the phone and greet customers at the lobby window. 
   • Answer questions, complete local background checks, and provide reports or other documents to requestors. 
   • Take payments from the public for reports, fingerprints, background checks, and subpoenas using Square and the cash drawer. 
   • Manage the cash drawer by completing reconciliations daily, deposits weekly, and accident report checks and audits monthly.
2. Reporting Duties:
   • Process all police reports.  
   • Maintain the status of reports pending officer completion using workflow. 
   • Perform regular system maintenance for all data records. 
   • Prepare monthly reports as requested internally or by outside agencies. 
   • Respond to FBI, Pardon & Paroles, District Attorney’s office, or other agency requests for reports or other information. 
3. Computer Data Entry Duties: 
   • Prepare and validate all incident and arrest reports electronically for retrieval and State of Alabama NIBRS submission. 
   • Prepare, manage, and enter accident reports for retrieval. 
   • Check state returns for each report to verify the accuracy of name and vehicle records. Manage duplicates when necessary.
4. Miscellaneous Duties: 
   • Distribute mail, packages, and officer subpoenas within the Florence Police Department in a timely manner.
   • Deliver mail and packages to other departments within the city as needed. 
   • Performs other duties assigned or required.

1. High school graduate, or equivalent.
2. Completion of business school or secretarial coursework.
3. Previous experience of from eighteen (18) months to three (3) years in an office environment.
4. Working knowledge/experience with computers.

1. Skilled in using office machinery and equipment (such as computers, copiers, etc.)
2. Knowledge of general office practice and procedure.
3. Excellent communication skills and penmanship.
4. Excellent mathematical skills.
5. Ability to work with limited supervision.
6. Extensive knowledge of records management.
7. Knowledge of, or ability to learn, computer software specific to law enforcement.
8. Experience using Microsoft Office 

Supervision:
Responsible for carrying out assignments and meeting deadlines with limited direct supervision.

Physical Demands (with or without accommodations):

1. Above-average stress level, due to almost constant use of a keyboard, pressure to meet deadlines, dealing with the public, and interruptions from departmental personnel.
2. Ability to exercise extremely close visual and mental concentration for prolonged periods (computer entry).
3. Some standing, walking, bending, and lifting are required.

Equipment/Tools Used:
Computer, copier, telephone, filing systems, facsimile machine, and document imaging equipment (scanner).

For similar job postings, applications may be used for up to ninety (90) days.

The City of Florence, Alabama, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage prospective and current employees to discuss accommodations with the employer.

Salary : $33,021