Police Administrative Clerk

Performs a variety of highly responsible, confidential, and administrative tasks for the law enforcement function of the City and Management to ensure the department is running efficiently and effectively. Maintains accurate, confidential records regarding incident reports, arrests, and accident reports. Responsible for warrant tracking and data entry in compliance with GCIC/NCIC standards, protocol, rules, and regulations of state and federal laws, and department policy. Assist the public with questions and concerns about records and law enforcement functions of the Police Department professionally and efficiently. Assist with training other employees.

Plans, organizes, and maintains the Gainesville Police Department's open records requests and retention schedules. Provides administrative and clerical support to the City's law enforcement function. Maintains accurate confidential records regarding incident reports and arrests. Assists the public with questions and problems related to departmental records.

MAJOR JOB RESPONSIBILITIES WHEN ASSIGNED AS ADMINISTRATIVE CLERK

Assists the public, officers, and courts with routine, confidential and complex telephone and face to face inquiries regarding records requests. Answers telephones and assists public. Maintains current knowledge and awareness of policies, procedures and laws in order to provide appropriate responses to customer inquiries and or complaints.

Enters confidential numerical and narrative data from numerous reports and sources, using independent judgment in determining relevant information.

Reviews reports and creates or merges master cards in the master name index.

Types and maintains various reports, records, cards, lists, and logs pertinent to the law enforcement administration; enters hand written citations

Arranges and files bookings reports and case documentation by date, time, and case number, uploads booking photographs into RMS.

Maintains other filing systems by cross-indexing documents and correspondence alphabetically, numerically, or by any other established classification.

Prints accident reports and disseminates to appropriate agencies/parties.

Logs in driver’s licenses that are sent to the Department of Driver Services, Administrative License Unit. Receives, sorts, and routes incoming mail

Utilizes RMS Software to enter data.

Issues alcohol server’s permits and photographs the applicants.

Ensure that all wanted/missing person files, and other files are maintained and stored in accordance with state and federal laws, GCIC rules and regulation, and department policy.

Process criminal histories for pertinent information; checks tag numbers, vehicle identification numbers, serial numbers, and checks warrants for other agencies

Enters Bench/Probation warrants information into GCIC and in RMS.

Codes, types, files, and disseminates appropriate information and reports relevant to the department's established operations, procedures, and policies.

Process criminal histories for private and public employment with proper request/release forms.

Performs other related duties as required.

MAJOR JOB RESPONSIBILITIES WHEN ASSIGNED AS OPEN RECORDS COORDINATOR

Maintains records of all open records requests.

Communicates orally and/or in writing with the open records requestor(s).

Fulfills all open records requests as pursuant to Georgia Law.

Reviews confidential information and data from numerous sources and exercising independent judgment, determines relevant information for Open Records request.

Maintains records of all files and documents received and stored to properly locate, disseminate and/or destroy according to Records Retention Act policies and procedures. Maintains a record retention log book noting file activity.

Maintains a record of any items that are stored off-site.

Completes monthly permit report and forwards to Records Supervisor and Administrative Lieutenant.

Maintains records of server permits issued/denied.

Performs various duties related to retention of records and destruction of same in relation to specified retention schedules.

Review upcoming police video deletions for Evidence.com prior to deletion.

Performs other related duties as required.

Any equivalent combination of education and experience which provides the minimum necessary knowledge, skills, and abilities to perform the requirements of the position and which also provides the minimum level of qualifications stated below. Education and Experience:

High School Diploma or G.E.D.

Two years general clerical experience. Knowledge of MS Office Suite preferred. May require knowledge of RMS Database Software or the ability to learn.

Three (3) years general office work. Preferably, one year experience handling records in a law enforcement setting for Open Records Coordinator.

Licenses and Certifications:

Valid Georgia Class C Driver's License and a satisfactory Motor Vehicle Record (MVR). Must be able to attain and maintain State and National Crime Information Center (GCIC and NCIC) Certification within 30 (thirty) days of hire date.

Knowledge, Skills and Abilities:

Knowledge of general office and law enforcement terminology and procedures to include business arithmetic and English.

Knowledge of general office filing and retrieval procedures.

Knowledge of dissemination laws as prescribed by Federal and State statutes.

Dissemination laws as prescribed by Federal and State statutes.

Knowledge of State, City, and departmental personnel rules, regulations, procedures, and forms in order to provide accurate and complete information in the correct manner and format.

Knowledge of Federal regulations governing the release of information (Privacy Act).

Ability to make relatively complex mathematical computations with speed and accuracy.

Ability to type 35 w.p.m.

Ability to perform work accurately and thoroughly.

Ability to conduct extensive research of records and data.

Ability to understand and follow oral and written instructions as well as communicate clearly and effectively, both orally and in writing.

Ability to exercise tact and courtesy in dealing with the general public, law enforcement personnel and co-workers.

Ability to copy tapes, DVD’s, and CD’s when assigned as Open Records Coordinator.

This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification.