Records Assistant

CLASS TITLE: RECORDS ASSISTANT

BASIC FUNCTION:

Under the direction of the Records Supervisor, perform a variety of record-keeping duties in the preparation and maintenance of public records and reports for the Police Department; prepare and process related forms, applications and various other documents; perform related clerical duties.

ESSENTIAL DUTIES:

• Perform a variety of clerical duties in the preparation and maintenance of manual and automated records and reports for the Police Department; respond to requests for reports from law enforcement and government agencies, insurance companies and others according to established guidelines and procedures; maintain confidentiality of police records; prepare and review reports for filing at the District Attorney’s office.
• Input and scan criminal, arrest and various other data into an assigned computer system; establish and maintain a variety of automated records; initiate queries and generate computerized reports including crime reports, statistical reports and related information; assure accuracy of input and output data.
• Compile information and prepare and maintain a variety of records, logs and reports related to criminal information, jail records, arrests, traffic reports and other incidents as assigned; prepare daily production log; purge and seal records according to established procedures.
• Establish and maintain filing systems including juvenile, index and other files as assigned; duplicate materials as necessary; file approved complaint reports at the Superior Court for processing.
• Type correspondence, memoranda, reports, requisitions, forms, abstracts and other documents; proofread and edit written materials as required; process a variety of forms and applications; distribute a variety of documents, reports and other materials to Department personnel and others as directed.
• Answer telephones and greet office visitors; provide information and assistance to callers, take messages or refer calls or visitors to appropriate personnel.
• Provide information and services to other departments and personnel, law enforcement and various outside agencies and organizations and the general public.
• Operate a variety of office equipment including a calculator, multi-telephone line system, copier, fax machine, typewriter, cash register, computer and assigned software and other related equipment; operate a digital image scanner.
• Process and maintain documents involved in the registration of convicted arson, sex offenders and narcotic registrants as assigned; process various criminal history background checks.
• Operate a fingerprinting machine to scan and record applicant fingerprints; forward fingerprinting information to the appropriate agencies and personnel including the Department of Justice.
• Collect fees or payments for departmental services, reports and licenses as assigned; prepare receipts and maintain related records; prepare cash deposits; close cash register.
• Order and maintain adequate stock of office supplies as assigned.

OTHER DUTIES:

• Assist dispatch with questions regarding paperwork, computer entries or corrections as needed.
• Provide support and assistance to sworn officers and non-sworn personnel as needed for records or related system information.
• Perform related duties as assigned.

KNOWLEDGE OF:

• Modern office practices, procedures and equipment.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and assigned software.
• Telephone techniques and etiquette.
• Record-keeping and report preparation techniques.
• Data control procedures and data entry operations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Basic arithmetic calculations.

ABILITY TO:

• Perform a variety of record-keeping duties in the preparation and maintenance of manual and automated records and reports for the Police Department.
• Prepare and process related forms, applications and various other documents.
• Perform various clerical duties related to assigned functions.
• Utilize a computer to input data, maintain automated records and generate reports.
• Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
• Learn terminology, policies and objectives of assigned program and activities.
• Operate a variety of office equipment including a computer and assigned software.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Answer telephones and greet the public courteously.
• Maintain various logs and files.
• Communicate effectively both orally and in writing.
• Type or input data at an acceptable rate of speed.
• Establish and maintain cooperative and effective working relationships with others.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school and two years of general clerical experience including frequent public contact.

ENVIRONMENT:

• Office environment.
• Constant interruptions.

PHYSICAL DEMANDS:

• Dexterity of hands and fingers to operate a computer keyboard.
• Hearing and speaking to exchange information in person and on the telephone.
• Sitting or standing for extended periods of time.
• Seeing to read a variety of materials.
• Bending at the waist, kneeling or crouching to file materials.

HAZARDS:

• Contact with dissatisfied or abusive individuals.

Pay: $19.97 per hour

Work Location: In person

Salary : $20