Police Records Clerk

Position Details

Position Information

Posting Number 2024209 Position Title Police Records Clerk Position # #9000052 FLSA Non-Exempt Classification Type Administrative/Clerical Department Police Services Job Type Full Time Work Schedule

Monday-Friday; 8am-5pm

Hiring Pay Rate $16.30-$17.50/hour (depending on qualifications) Posting Opening Date 03/11/2024 Posting Closing Date Job Summary

Performs a variety of routine and complex clerical and administrative work in keeping official records, transcription, and providing administrative support to the Bryan Police Department.

Essential Job Functions

• Performs routine clerical and administrative work in answering phones, providing customer assistance, cashiering, data processing, and bookkeeping.

• Answers in-coming calls and routes callers or provides information as required.

• Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.

• Serves as cashier including receipt of payments and posting monies to appropriate accounts.

• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.

• Inputs data into computer from departmental forms; makes postings to various reports; and compiles tabulated data.

• Processes Open Records Request for department records.

• Maintains accurate report and arrest records though the department's records management system; ensures the accuracy of data elements required for National Incident Reporting System (NIBRS) State reporting requirements.

• Performs fingerprinting for public according to department policy.

• Maintains photo database.

• Transcribes detective's audio recordings with accuracy.

• Performs related duties as required.

• Responds regularly and promptly to work.

Minimum Qualifications

• High School Diploma or GED plus some additional training and/or course work in business, public or office administration.

• At least one (1) year of experience performing administrative, clerical, accounting, call center, or similar office support responsibilities.

Equivalent combinations of education, experience, certification, and training may be considered.

Knowledge, Skills & Abilities

Knowledge of:

• Proper customer service and telephone etiquette.

• Modern office procedures, methods, and equipment including computers and associated equipment.

• Proper English usage, spelling, grammar, and punctuation.

• Principles and procedures of record keeping.

Ability to:

• Learn and apply the Texas penal laws along with the code of criminal procedure and family code,

• Texas Law Enforcement Telecommunications System (TLETS)/National Law Enforcement Telecommunications System (NLETS).

• Acquire strong knowledge of the National Incident Based State Reporting System (NIBRS) reporting requirements.

• Work independently and efficiently follows established practices and procedures.

• Prioritize multiple tasks, projects, and demands, and meet established deadlines.

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Maintain a high-level accuracy when entering data.

• Perform a variety of clerical work including composing correspondence, data entry, filing, and compiling a variety of routine to moderately complex documents and reports. Must be proficient with Microsoft Office (Word/Excel/Outlook) and able to promptly learn other job-specific programs as required.

• Handle a diverse set of customer inquiries, comments, and complaints politely and professionally.

• Keep accurate records and files.

• Maintain a high level of integrity and discretion in handling confidential information.

• Demonstrate good judgment and a professional demeanor at all times.

• Take the initiative to learn individual job tasks and continue to broaden knowledge levels by willingly accepting new responsibilities and attending training to advance skills.

• Comply with City and department administrative directives, policies, and procedures.

• Demonstrate satisfactory work performance and regular, reliable, and punctual attendance.

• Provide management with sound, positive advice, and information concerning the incumbent's area of responsibility.

• Establish and maintain cooperative working relationships with those contacted in the course of work and communicate effectively with the public and other required entities.

Skills:

• Strong verbal and written communication skills.

• Strong customer service skills with the ability to remain calm in sometimes stressful situations.

• Strong planning, organizational, problem-solving, and time management skills.

• Bilingual skills (Spanish/English) preferred, but not required.

• TCIC/NCIC Certification or the ability to obtain within timeframe set by the department.

Licenses, Certifications & Special Requirements

• Must not have any criminal conviction above the grade of a Class B misdemeanor or any Class B misdemeanor within the past 10 years.

• Must clear the selection process which includes completion of a Personal History Statement (PHS) Form and passing an interview, background investigation, polygraph, and a drug/alcohol screening.

• TCIC/NCIC Computer Certification and/or TCLEOSE Telecommunications Certification or once hired, have the ability to obtain the certifications within the time frame set by the department if hired.

• Must be able to demonstrate knowledge of the National Incident Reporting System (NBRS) by reviewing and assuring arrests, police records, and police reports are accounted for and processed in an accurate and timely manner; ensures the accuracy of data elements required for National Incident Based Reporting System (NIBRS) State reporting requirements.

Physical Demands

Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, reaching, twisting, bending, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 25 pounds.

Working Conditions

Work is performed primarily in an office setting or a well-lighted and temperature-controlled working environment.

Equipment

Work shall be performed with tools, appliances, and equipment approved by those agencies and bodies that have control, authority, or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations.

Equipment may include but is not limited to: multi-line telephone, computer, printer, fax, copier, scanner, and calculator.

Additional Notes/Instructions for Applicants

This job description is not intended to be construed as an exhaustive list of responsibilities, duties, and skills required. City management has exclusive rights to alter this job description at any time without notice.

Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an 'at-will' relationship.

Quicklink for Posting https://www.bryantxjobs.com/postings/3868

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • I understand that prior to submittal I must: 1) Verify the application form includes my complete work history & education. 2) If I have previously applied, verified my application is up-to-date, including current dates of employment. (Note: A resume will not substitute the need to add your work history to the application form.)

• Yes

• No

• Select the primary way you heard about this employment opportunity:

• City of Bryan Website

• City of Bryan Social Media

• City of Bryan Employment Office

• City of Bryan Employee

• Friend/Relative

• Indeed

• Google

• Glassdoor

• LinkedIn

• Facebook

• Texas Municipal League

• Television Station

• Radio Station

• Newspaper

• Career Fair (specify location below)

• College/University Website (specify school below)

• Other Website (specify below)

• Other Source (specify below)

• Unknown

• If known, specify details of source selected above (name, station, location, etc.):

(Open Ended Question)

• What is your expected wage/salary for this position?

(Open Ended Question)

• What is the highest level of education attained? (Make sure this information is reflected under the Education History Section of the application)

• GED

• High School Diploma

• Associates Degree

• Bachelors Degree

• Masters Degree

• PHD

• Do you possess work experience in public safety, law enforcement, or closely related field?

• Yes

• No

• Do you have any experience with public safety state reporting using the National Incident Reporting System (NIBRS)?

• Yes

• No

• If 'Yes', please describe your experience. If 'No', enter N/A.

(Open Ended Question)

• What office/job-related software are you experienced at using? What sort of tasks did you perform using the software?

(Open Ended Question)

• Can you speak fluently in Spanish and understand & converse in Spanish in a business environment?

• Yes

• No

• List three (3) strengths/skills you possess that you believe would make you a good fit for this position:

(Open Ended Question)

• Have you ever applied for any position within the Bryan Police Department? If "Yes", list the position(s) and approximate date(s) applied. If "No", enter N/A.

(Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume

Optional Documents

• Cover Letter

• Certification(s)

• Letter(s) of Recommendation

• Other (1)

Bryan Municipal Building

300 S. Texas Avenue

Bryan, Texas 77803