Police Records Clerk

Position: Police Record Clerk I

Department: Police Department

FLSA: Non-Exempt

The fundamental reason this classification exists is to perform specialized clerical work which involves receiving, filing, scanning, maintaining, and releasing of records related to criminal justice activities. Daily work includes heavy phone usage, computer work and interaction with the public, various court representatives, law enforcement personnel and other officials. Personal conduct (on and off duty) must be such that it does not bring disrepute or unnecessarily endanger the public’s trust or confidence in the agency or its members. This position is under the supervision of the Records Supervisor.

ESSENTIAL FUNCTIONS:

• Preserve privileged and confidential information
• Operate a computer for query and data entry of all records into the RMS system
• File, scan, maintain and search criminal history files in an efficient manner that complies with applicable rules and regulation
• Responds to information requests from police, law enforcement officiates and public; furnishes authorized information to authorized persons only
• Performs work to assist customers by providing copies of requested records, cashiering work for the sale of records and communicate with officers and the public
• Assist with the preparation of court dockets by providing copies of the corresponding cases to the appropriate office
• Establish and maintain effective working relationships with employees, supervisors, department officials and the public
• Demonstrate continuous efforts to improve operations, decrease turnaround, streamline work processes and work cooperatively and jointly to provide seamless customer service

Required Knowledge, Skills and Abilities:

Knowledge of:

• Principles and practices of data entry, scanning, filing and storage of records
• Knowledge of the Kansas Open Records Act
• Knowledge of office practices and procedures and equipment

Ability to:

• Communicate clearly and effectively in English, orally, in writing and in-person
• Work effectively on a functioning team and create a positive work environment
• Develop and maintain effective working relationships with other employees, representatives of other agencies and the public
• Complete work using a computer including creating queries and data entry of detailed information
• Learn job-related material through oral instruction and observation. This learning takes place mainly in an on-the-job training setting
• Remain in a standing, seated or kneeling position for extended periods of time. Must be able to climb stairs or ladders, deliver document documents and occasionally lift up to 30 pounds
• Multitask and perform well under stress
• Work safely without presenting a direct threat to incumbent or others

Additional Requirements:

• Appointments to positions in the Police Department are subject to appropriate drug screenings and background investigations
• This position will require the performance of other essential and marginal functions depending upon work location, assignment or shift.
• Residency requirement

ACCEPTABLE EXPERIENCE AND TRAINING:
Candidate should have at least one year clerical experience. Candidate must possess a high school diploma or a General Equivalency Diploma (GED). Other combinations of experience and education that meet the minimum qualifications may be substituted.