RECORDS CLERK

Job Summary: Under general supervision, performs a variety of technical and clerical support work in entering, retrieving, and verifying information in the appropriate police records system and responds to requests for information from law enforcement officers, agents of the court, and the public.

Responsibilities:

• Assist the general public with requests or questions; answer the telephone.
• Collect, store, maintain, secure and appropriately disseminate criminal public records.  
• Collect, compile and disseminate crime and traffic statistics as directed.
• Compile data in preparation for prosecution for special investigations and court proceedings.
• Maintain statistics based on Uniform Crime Reporting categories.
• Participate in related audits, helps maintain and monitor accuracy of reports and statistics.
• Submit citations to MO State.
• Works with microfilm records, creating files and providing records as requested.
• Process permits for liquor and solicitors.
• Process reports, photos, and video requests for law enforcement, insurance companies, and the general public.
• Process tow releases for individuals with proper paperwork.
• Respond to Sunshine Law Requests submitted in accordance with the State’s requirements.
• Maintain confidentiality with regard to release of information.
• Receive subpoenas and forward to proper individuals.
• Submit fingerprints to MSHP.
• Process receipts and cash weekly; turns in deposit to Accounting Department. Maintain cash drawers.
• Check the criminal histories of individuals for employment, housing, or the armed services.
• Notarize documents for court or for the state.
• Prepares monthly Uniform crime reporting for US Department of Justice Crime Statistics and transmits to local UCR coordinator.
• Make copies of arrest reports, booking sheets, vehicular for municipal court, defendants, attorneys, probation, and parole.
• Prepare letters for mailing, including false alarms warnings, case in-activations, liquor permit approvals/disapprovals, and letters concerning research requests.
• Perform other related duties as assigned.

Qualifications:

• Knowledge of the coding system used to identify the various crimes and criminal activities to be entered into the Gladstone Department of Public Safety’s computerized records system.
• Knowledge of the confidentiality requirements of police records and information.
• Knowledge of who is authorized to receive the various types of information available in the records system.
• Knowledge of the general policies and procedures of the Gladstone Department of Public Safety.
• Skill in coding and entering data and information into the computerized police records system.
• Skill in retrieving information and running a variety of reports from the Gladstone Department of Public Safety’s computerized records system.
• Skill in establishing and maintaining effective working relationships with law enforcement officers, agents of the court, and the public.
• Skill in understanding and following complex written and verbal instructions.
• Skill in operating a variety of standard office equipment.
• Experience equivalent to one-year full time office/clerical support work; OR completion of a post-high school course in Office Practices, General Business, or closely related area may substitute for the required experience.