Police Records Clerk

Department

Police Services

Location

Police Services

Position Type

FT Employee

Salary

$13.6355/hr

Date

Description

DISTINGUISHING FEATURES OF THE CLASS The Police Records Clerk is responsible for performing specialized clerical work that involves receiving, filing, maintaining, and releasing of records related to criminal justice activities. The primary responsibilities include adhering to regulations under the Public Information Act for the release of reports. This role involves assisting requestors, both over the phone and in person, with the process of submitting records requests and providing exceptional customer service. Work involves heavy phone usage, computer work, and front counter assistance to officers, the public, and other City staff. Duties include performing background and warrant checks, retrieving police and traffic reports, issuing alarm permits and advising customers of City rules and procedures regarding oversize vehicles and alarm systems. Information retrieved and released must be accurate and related only to authorized personnel. Work is reviewed by the Police Records Manager. ESSENTIAL DUTIES AND RESPONSIBILITIES This list is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. - Files, maintains and searches criminal history files and furnishes authorized information to authorized personnel only. - Performs timely record checks in response to telephone inquiries. - Responds to information requests from police and other law enforcement officials and the public. - Operates a computer for query of and data entry into a City database. - Performs phone and counter work to assist customers for such duties as explaining rules and procedures, processing forms, and issuing permits. - Provides certain technical information to City staff and citizens and interprets City rules within a defined area of activity, such as traffic regulations and alarm system ordinance and fees. - Assists in preparing court docket by searching records for possible criminal history for defendants and pulls criminal history records for use by the court. - Observes safety regulations and communicates potential safety hazards. - Performs accurate data entry for impounded vehicles, criminal trespasses, DWIs, subpoenas, multiple sales of guns, dismissals, and various types of reports (crashes, criminal trespasses, impounds). - Provides assistance to requestors through phone, email, and in-person interactions, guiding them through the records request process. - Reviews and approves criminal offense reports, manages IBR data, and merges reports when necessary. - Generates revenue and statistics reports. - Handles wrecker services, including issuing wrecker permits, conducting vehicle inspections, and managing abandoned vehicles. - Forwards subpoenas, emergency protective orders (EPOs), and emergency restraining orders (ETOs) to the corresponding parties. - Uploads motions to dismiss to appropriate cases, as needed. - Assists in public information tasks such as releasing case and incident reports, crash reports, mugshots, and background checks, and provide payment assistance for fingerprinting services. - Reviews and distributes police reports and manages work permits and false alarms. - Enters and manages impounded and abandoned vehicles, criminal trespass records, and multiple sales of guns. - Utilizes GovQA or similar systems. - Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service. Additional Requirements: - Some positions will require the performance of other essential and marginal functions depending upon assignment. SUPERVISION RECEIVED & EXERCISED - General supervision is received from the Police Records Manager. - This position has no supervisory responsibilities. QUALFICATION GUIDELINES Knowledge of: - Policies and procedures of Federal, State and local law enforcement agencies and their operations. - Relevant computerized police data systems including LRMS. - Laws pertaining to privacy and security of criminal history records information. - Uniform crime reporting or Incident-based reporting to state & federal government. Ability to: - Comprehend and make inferences from material written in the English language. - Learn job related material through oral instruction and observation which takes place mainly in an on-the-job training setting. - Communicate in the English language over the phone and in person in a one-to-one or group setting. - Enter data or information into a terminal, PC, or other keyboard device. - Work cooperatively with other City employees. - Work safely without presenting a direct threat to self or others. Education & Experience: - High school diploma or equivalent; or six (6) months of related experience and/or training; or equivalent combination of education and experience. Licenses, Certificates & Registrations: - None required. PHYSICAL REQUIREMENTS The employee is regularly required to sit and use hands and fingers. The employee is occasionally required to lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

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