Records Clerk

OVERVIEW

The purpose of this classification is to provide clerical support to the Police department by preparing, generating, and/or editing police reports, processing department forms and documents, entering data into program databases, and assisting the general public, law enforcement officials, and other interested parties with police records-related questions.

JOB RESPONSIBILITIES

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  The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
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  Receives, reviews, prepares and/or processes department documents such as police incident and criminal investigation reports, accident reports, citations, warrants, impound records, etc.; verifies, completes and/or codes required information; enters information into department databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate; makes copies and distributes as appropriate; maintains copies in department manual files.
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  Processes requests for records and reports; receives requests from courts, law enforcement personnel or agencies, victims and the general public; retrieves police/incident reports; determines confidentiality of requested document/report; verifies identities and assures authority of individuals to receive confidential information; establishes quantity of information requester is authorized to receive; forwards and/or mails accordingly; ensures reports are sent in a timely manner.
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  Performs general customer service functions; answers telephones; greets/assists customers and visitors; communicates with the general public, attorneys, court personnel, and City and local officials; provides assistance, requested documents and information regarding department services and procedures; refers callers to other staff members as appropriate; and takes messages.
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  Prepares folders; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files; conducts records maintenance activities in compliance with guidelines governing record retention.
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  Conducts background checks; enters and obtains information regarding tags, driver’s licenses, warrants and stolen property; relays information to police officers, detectives, or other law enforcement; manages problems in searching and recovering lost, missing, and/or any other particular report or file; obtains and/or retrieves information for police officers and other staff as requested.
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  Processes payments for permits, citations, cash bonds, etc.; accepts payments and records receipt of same; balances cash drawer; prepares deposit; forwards reports and monies as appropriate.
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  Types letters, reports, summaries and correspondence; obtains and/or retrieves information from/for police officers and other staff as requested; prepares reports and/or summaries as requested which provide information on productivity, program statistics, etc.; notarizes documents.
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  Performs other tasks such as processing incoming and outgoing mail, reviewing invoices, making copies, sorting, collating, distributing, and/or shredding various reports and documents.
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  Ensures all activities are in compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; ensures adherence to established safety procedures; monitors work environment and use of safety equipment to ensure safety of employees and other individuals; initiates any actions necessary to correct deviations or violations.
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  Communicates with supervisor, employees, other departments, City officials, Judges, lawyers, defendants, bonding agencies, law enforcement personnel, court personnel, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
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  Prepares, processes, routes, and/or files a variety of forms, reports, requests, records, logs, and other documentation; prepares and maintains files and administrative records.
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  Maintains confidentiality of departmental documentation and issues.
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  Maintains a comprehensive, current knowledge and awareness of applicable laws, regulations, policies and procedures; participates in continuing education activities; attends shift meetings, workshops and seminars as appropriate
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  Create and maintain transcriptions of interviews and other audio recordings.
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  Assist with the processing of open records request.
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  Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

KNOWLEDGE, SKILLS and ABILITIES

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

Additional Functions

Performs other related duties as required.

Requirements

Minimum Qualifications

High school diploma or GED; six (6) months of experience in clerical/general office work or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid Georgia driver’s license.

ADA Requirements

Individuals applying for a posted position must be able to perform the essential functions of the position with or without reasonable accommodations.

PHYSICAL REQUIREMENTS

Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

WORK ENVIRONMENT

Essential functions are regularly performed without exposure to adverse environmental conditions

Benefits