Police Records Clerk (3 Positions)

Perform a variety of responsible, confidential and complex secretarial and clerical duties related to the effective maintenance of Police Department records and provide assistance and information to Police Department staff and the public.

Essential Functions

Display honest, trustworthy, and ethical behavior when dealing with internal and external customers.

Establish and maintain cooperative working relationships with those contacted in the course of work.

Regular attendance that is punctual and dependable is required.

Type, record and file a wide variety of police records, reports, and materials including memos, letters, reports, complaints, bicycle licenses, stolen property, citations, crime and traffic reports and issue permits.

Collect monies for parking tickets, photocopies, permits, impounded vehicle fees and a variety of other services provided by the Police Department.

Operate a computer to enter, modify, update, and retrieve data regarding incidents reported to the police and reports regarding arrests, citations and correction tickets.

Transcribe written and oral dictation as directed.

Sort, file, copy and distribute crime reports, traffic reports, citations, and other materials to appropriate personnel locally, statewide and/or nationally.

Assist department personnel and the public in person and by phone issue permits mail requested reports to outside agencies in accordance with established procedures to provide general information regarding department policies, procedures and regulations.

Screen calls, visitors, and mail respond to sensitive requests for information and assistance to the public provide general information, take messages or transfer calls.

Perform a wide variety of complex, responsible and confidential duties for immediate supervisor compose and prepare letters, memorandums

Type and proof read a wide variety of police reports and records, and other material from rough draft, copy, verbal instruction, notes or transcribing machine recordings.

Attend various meetings may serve as Secretary in meetings, taking notes, etc., as directed.

Enter, update and maintain information in the Police Departments computer database.

Count and record revenues collected prepare revenues for deposit.

Perform related duties as assigned.

Qualifications

Knowledge of:

Principles and practices of word processing, spreadsheet and database maintenance.

Principles and practices of record keeping, reporting and maintenance.

English usage, spelling, grammar and punctuation.

Business letter writing and basic report preparation.

Modern office procedures, methods, and computer equipment.

Ability to:

Learn and understand the basic organization and functions of a municipal law enforcement agency.

Learn to interpret and apply applicable Federal, State and local laws and ordinances pertaining to police records.

Maintain confidential data and information.

Perform records searches quickly and accurately.

Perform general clerical work including maintenance of police records and compiling information for reports.

Operate a variety of general office equipment including computers.

Type at a speed necessary for successful job performance.

Work independently in the absence of supervision.

Respond to requests and inquiries from the general public and department staff.

Communicate effectively, both orally and in writing.

Understand and follow oral and written instructions.

Supplemental Information

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

One year of administrative support and responsible record keeping experience. Data entry experience also required.

Training:

Equivalent to the completion of the twelfth grade supplemented by specialized clerical training.