Records Clerk

DEPARTMENT Police

JOB SUMMARY

This position is responsible for maintaining accurate Police Department records, entering data into a computer, and responding to requests for documentation.

MAJOR DUTIES

• Maintains department records; processes a variety of documents within a designated time frame and according to established procedures.

• Processes police reports.

• Controls the release of records and the provision of information to authorized individuals.

• Performs customer service functions; answers telephone calls and greets visitors.

• Receives money in payment for legal copies, records, and other services.

• Executes court ordered expungement orders to remove and destroy existing records.

• Prepares crime statistics analysis disk and submits to the state and federal bureau of investigation.

• Prepares accounting reports and deposits funds received.

• Accounts for officers completed citation books.

• Oversees money drawer cash fund.

• Receives subpoenas for officers or records personnel; makes copies and serves to parties in question.

• Assigns and distributes departmental policy manuals.

• Performs other related duties as assigned.

KNOWLEDGE AND SKILLS REQUIRED

• Knowledge of modern office practices and procedures.

• Knowledge of regulations and procedures of state and national crime information centers.

• Knowledge of applicable federal and state statutes, town ordinances, and department policies and procedures.

• Skill in maintaining records.

• Skill in file management and basic bookkeeping.

• Skill in operating various office equipment, including calculator, copier, computer, fax machine, etc.

• Skill in dealing with the public.

• Skill in oral and written communication.

SCOPE AND EFFECT

The purpose of this position is to provide clerical and administrative support to the department. Successful performance contributes to the accuracy of administrative records and facilitates further work processes within the system.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The work is typically performed in an office while sitting at a desk of table, with intermittent standing and walking and occasional bending, crouching, or stooping. The employee occasionally lifts light and heavy objects and climbs ladders.

SUPERVISORY CONTROLS

This position reports directly to an assigned Supervisor.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None

MINIMUM QUALIFICATIONS

• High School Diploma or GED
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for 1-2 years.

FLSA Status: Non-Exempt Pay Grade: 9