Police Records Clerk- Part Time

Nature of Work

The Police Records Clerk performs a variety of responsible clerical and administrative tasks in support of the Division of Police including typing, information processing, data entry and maintenance of records. The Records Clerk is responsible for assisting and greeting the public at the lobby window, assessing their needs and directing assistance with a high level of customer service. The position reports administratively to the Administrative Bureau, but operationally is responsible to the individual shift supervisor or Officer in charge of the watch. Due to the nature of the work, accuracy, attention to detail and multi-tasking are important skills that must be demonstrated.

Essential Functions

• Affords assistance to Police employees in virtually every clerical facet of the Police operation.
• Affords assistance to civilians, victims of crime, business representatives, other Police Agency representatives, and employees from other City departments via telephone, at the lobby window, by fax and email.
• Maintains the order, efficiency, sanctity and uniformity of Police and public records.
• Reviews, files and maintains police reports.
• Collaborates and files follow-up and supplemental reports.
• Computerizes police records, reports, arrests; computer-scans offense and accident reports; imports/exports police files.
• Enters, maintains, audits and files arrest records and identification files.
• Safeguards and maintains confidential and investigative files.
• Affords assistance in answering overflow emergency phone calls and calls for service and assistance.
• Processes criminal history data/checks for authorized agencies or persons.

Minimum Requirements

• Must be or become a Notary Public and maintain commission.
• Must have a high school education or equivalent.
• Must be at least eighteen years of age.

Other

• IMPORTANT JOB FUNCTIONS:
• Assists public with self-reporting, incident and accident forms.
• Accepts bonds from the public and prepares the requisite paperwork.
• Compiles, distributes and maintains FBI UCR reports and records, and hate crimes reports and records.
• Compiles, maintains and distributes monthly reports; compiles statistics for annual reports.
• Sends, receives, distributes and files faxes and mail.
• Processes criminal citations, traffic tickets, OVI arrests and associated paperwork.
• Takes/accepts stolen bicycle reports.
• Processes application and records checks and issues permits for billiard hall business and employees, sale and purchase of firearms, pawn shop permits, and solicitors' licenses.
• Compiles reports of requested statistical data as required.
• Maintains false alarm files and records, issues monthly reports, processes alarm permit applications, invoices and processes payments and prepares and sends false alarm notices.
• Searches female prisoners if needed.
• Obtains urine samples from female prisoners if needed.
• Handles other, inmate, female prisoner needs and problems.
• Searches and wires female informants.
• Feeds, cares for, entertains, watches over and supervises young children due to such things as parental arrests, domestic violence, neglect, abandonment, lost/recovered children or seized/protected children.
• Validates leads entries/records.
• Delivers inter department mail to other City offices.
• Coordinates prisoner paperwork for Mayor's Court.
• Enters warrants into CAD system.
• Conducts equipment and supply inventories as directed.
• Maintains and processes vicious dog registrations.
• All other duties assigned by Police staff or Supervision, or as needed by the Officers.

MATERIAL AND EQUIPMENT USED

• Computer
• Scanner
• General Office Equipment
• Microsoft Office Software
• Division Specific Software

Knowledge of

• Successfully complete L.E.A.D.S. (Law Enforcement Automated Data Systems) training and maintain L.E.A.D.S. Certification.
• Successfully complete C.C.H. (Computerized Criminal History) training and maintain certification.
• Successfully complete specialized computer courses and maintain efficiency for police computer programs.
• Must acquire and maintain a working knowledge of Police contracts, rules and regulations, policies and procedures, and State and local laws.
• Office and telephone procedures and practices.
• Business correspondence, spelling and punctuation.
• Customer service and communication techniques.

Skills

• Good organizational skills.
• Excellent public relations and customer service skills.
• Legible handwriting.
• Proven decision making skills.

Mental and Physical Abilities

• Ability to read and interpret documents such as operation and maintenance instructions, procedure manuals and policies.
• Ability to understand and carry out written and oral instructions, giving close attention to detail and accuracy.
• Ability to establish and maintain effective working relationships with others.
• Ability to draft and accurately type correspondence with a minimum of 50 words per minute.
• Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals.
• Ability to respond to requests and inquiries from the general public using strong interpersonal skills and demonstrating an ability to politely, tactfully and effectively work with diverse customers who may be emotionally upset, excited or distraught.
• Ability to simultaneously handle numerous activities effectively and pleasantly.
• Sufficient vision which permits the employee to review a wide variety of written and electronic materials at arm's length or less to distinguish letters and numbers.
• Sufficient manual dexterity which permits the employee to type operate computer equipment, write legibly and to handle a variety of records and files.
• Sufficient personal mobility which permits the employee to stand or sit for long periods of time, stoop, reach, move between work stations, operate general office equipment, deliver mail, file, etc.

Part time positions are not eligible to receive benefits