Records Clerk

RECORDS CLERK

105

$35,396.00 - 44,245.50

APPLICATION DEADLINE: 7/8/2024

JOB SUMMARY

This position performs moderately complex clerical work in support of the daily activities of the Police department, including the proper collection and disbursement of license fees, and the preparation and maintenance of accurate and complete police records while providing courteous customer service. Performs various other clerical work as required. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision.

ESSENTIAL JOB FUNCTIONS:

• Schedules license renewals; notifies all parties of expiration information;

• Establishes and maintains license files;

• Collects and records fees, and other payments; prepares daily deposits and related reports;

• Prepares payments and processes background requests for fingerprinting and other information systems;

• Prepares, processes, indexes, files and/or submits/transmits documents and records, which may include but are not limited to journals, indexes, calendars, tickets and citations, pleadings, judgments, jury notices, docket sheets, jury lists, motions, appeals, sentence sheets, commitments, dispositions, expungement orders, trial sheets, orders, subpoenas, summonses, rosters, warrants, warrant dismissals, etc.; prepares reports, legal notices, correspondence, etc.; ensures record security;

• Enters case information into computer record-keeping system; retrieves information as needed;

• Assists defendants, attorneys, solicitors, court personnel, law enforcement personnel, jurors, magistrates, and others with various records as required for court;

• Assists Supervisor during trials as required; audio/video required for court proceedings;

• Conducts criminal history checks as directed;

• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; greets and assists office visitors;

• Performs other general clerical work as required, including typing documents, copying and filing documents, sending and receiving faxes, etc.;

• Receives and responds to inquiries, requests for assistance and complaints in areas of responsibility; and

• Performs other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED;

• One (1) year of relevant prior experience;

• Valid South Carolina Class "D" Driver's License.

• May be required to become and maintain NCIC certification

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages;

• Knowledge of personal computer equipment with skill in doing data entry and in the use of Microsoft Office preferred, utilizing Outlook and word processing and spreadsheet software programs;

• Ability to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or information;

• Ability to provide information guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;

• Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner;

• Ability to perform skilled work involving rules/systems with almost constant problem-solving;

• Ability to read technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form

• Ability to perform clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure; and

• Ability to guide others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.

PHYSICAL DEMANDS:

The work is considered sedentary and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis, and routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: fingering, hearing, repetitive motion, speaking, talking, and visual acuity.

WORKING CONDITIONS:

Work environment involves exposure to no known environmental hazards; and is safe and secure that may periodically have unpredicted requirements or demands.