Police Records Clerk

This position is responsible for logging and maintaining police records for development of investigative and statistical reports. Work includes a wide variety of typing, clerical and general office duties in the Police Services Department.

• Initiates, maintains, modifies and summarizes a variety of law enforcement records and statistical reports;
• Performs criminal background checks using GCIC as directed;
• May serve as GCIC contract administrator; conducts background checks through the system;
• Assists the public in person or on the telephone; receives and processes requests and complaints; answers questions for the public regarding records and information available to the public;
• Maintains a variety of files and records; enters data into computer and files case reports;
• Answers telephones and greets visitors; provides information or refers to proper department or individual;
• Assists officers and administration with requests for data retrieval as required;
• Files records, citations and other data related to an individual or case and retrieves as requested;
• Operates GCIC computer equipment for entering, receiving and transmitting messages; enters data into State and national systems;
• Issues permits, licenses and related forms in accordance with established procedures;
• Performs related duties as assigned.

High School diploma or equivalent; one (1) to three (3) years of related experience; equivalent combination of education and experience.

• Knowledge of basic computer operation;
• Knowledge of modern office practices, procedures and equipment;
• Knowledge of record-keeping techniques;
• Knowledge of statistical record-keeping techniques;
• Knowledge of correct English language usage, grammar, spelling, punctuation and vocabulary;
• Knowledge of laws, rules and regulations related to assigned activities;
• Knowledge of applicable laws, codes, regulations, policies and procedures related to assigned activities;
• Skill in oral and written communication skills;
• Skill in using tact, patience and courtesy;
• Ability to ensure proper police practices and procedures are followed;
• Ability to work confidentially and with discretion;
• Ability to understand and follow oral and written directions;
• Ability to maintain routine records;
• Ability to operate a computer terminal to enter and retrieve data;
• Ability to learn the computerized records system;
• Ability to read, interpret, apply and explain codes, rules and regulations, policies and procedures;
• Ability to establish and maintain cooperative and effective working relationships with others.

Supervisory Controls: This person works in the Police Department under the direct supervision of the Records Clerk Supervisor.

Guidelines: Guidelines for this position include city ordinances, departmental policies and procedures and relevant state and federal laws. These guidelines are clear and specific.

Complexity: The position consists of related administrative and clerical tasks.

Scope and Effect: The purpose of this position is to log and maintain police records for investigative and statistical reports.

Personal Contacts: Contacts are typically with co-workers, the general public, and other city employees.

Purpose of Contacts: Contacts are typically accessed to exchange information, resolve problems and provide services.

Physical Demands: The work is typically performed with the employee sitting at a desk with intermittent standing or walking. The employee occasionally lifts.

Work Environment: The work is typically performed in an office.

Supervisory and Management Responsibility: None