GENERAL DESCRIPTION

This position is responsible for clerical work involving the maintenance of municipal police department records and providing assistance to the public.

Work involves responsibility for maintaining a variety of records and assuring that they are accurate and complete before they are made available to the public. Duties include checking reports for completeness and correctness, obtaining incomplete or missing information, providing information of a non-confidential nature to interested parties, processing gun and vendor permits, and computer data entry. This position has the responsibility for making standard records management decisions and maintaining confidentiality and security of sensitive legal information. The work requires that the employee have good knowledge, skill, and ability in standard clerical functions and office procedures. The employee must have considerable ability to deal with the public in a courteous and helpful manner.

Work may also include accurately entering, maintaining, and updating all arrest information including tickets and summons and court dispositions in the police department’s computer system. Duties include filing of police reports and arrest packets and following correct records erasure procedures.

The employee must maintain confidentiality regarding sensitive documents, reports, and police information.

ESSENTIAL DUTIES

• Utilizes computer to enter, retrieve, and update data related to motor vehicle accidents, infractions, and issued parking tickets.
• Sends out delinquent traffic ticket notices and records payment of fines received.
• Files reports, and reports packets.
• Attends front counter area, answers telephone, and responds to requests for information from the general public. Responds to requests applying knowledge of regulations regarding confidentiality. Completes related copying and daily filing as necessary.
• Collects appropriate information related to report requests and releases allowable reports under erased/ dismissed records management guidelines.
• Assists with data entry and filing of documents and reports.
• Assists police officers with reports and information needed for court appearances.
• Performs related duties as necessary.

ADDITIONAL DUTIES

Employee must be capable of being trained to be able to perform the following duties:

• Checks police officer reports, computer printouts, all tickets and issued summons’s for accuracy and completeness. Enters and corrects information on reports and computer printouts.
• Enters, updates, and maintains arrest information and court dispositions in the police computer system.
• Maintains proper security, policies, and procedures regarding erased and dismissed records, and records which have received a disposition of “nolle” after thirteen (13) months, in accordance with state statutes and regulations.
• Processes applications for gun and vendor permits, conducts police records checks, and maintains records of sale of firearms. Accesses computer to retrieve information.
• Conducts individual records checks and faxes information to properly authorized agencies and organizations. Accesses computer for relevant information.
• Researches police reports and makes appropriate adjustments or corrections as required to finalize reports. Creates National Incident Based Reporting System (NIBRS) reports and maintains and disseminates proper crime statistics for the department.
• Balance daily cash/ money intake.

SUPERVISION REQUIRED

Works under the general supervision of a police department supervisor.

SUPERVISION EXERCISED

None

MINIMUM EDUCATION AND CERTIFICATION REQUIRED

A high school diploma or equivalency, supplemented by course work in business practices, or related fields. Ability to obtain necessary qualifications to obtain NCIC and Collect certifications

MINIMUM EXPERIENCE REQUIRED

Three (3) years of experience in clerical work or related field.

KNOWLEDGE, SKILLS, AND ABILITIES

Good knowledge of modern office procedures, practices, and equipment, including computer operations.

Good knowledge of departmental programs, policies, and operations, as applied to work performed.

Knowledge of basic organization and function of municipal law enforcement and criminal law.

Knowledge of record keeping principles, procedures, and modern methods and procedures related to crime prevention and crime interpretation. Ability to manage dissemination of confidential information. Considerable skill in utilizing industry standard computer and software applications. Considerable ability to enter and manipulate computer data. Knowledge of Microsoft Outlook, Word, and Excel.

Considerable ability to understand and follow oral and written instructions. Ability to express oneself clearly and concisely both orally and in writing.

Considerable ability to establish and maintain effective working relationships with superiors, coworkers, other law enforcement agencies, and the general public.

Good ability to make work decisions in accordance with rules, regulations, and departmental policies and procedures.

Good ability to maintain clerical records of some complexity and to prepare reports from such records.

Good ability to compose simple correspondence and reports.

TOOLS AND EQUIPMENT USED

Computer, telephone, copy machine, fax machine, and other standard office equipment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk and listen. The employee is occasionally required to walk, use hands to finger, handle, or operate objects, tools, controls, and reach with hands and arms. The employee must occasionally lift and/or move up to ten (10) pounds. Specific vision abilities required of this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in typical police department record room and office surroundings. The noise level in the work environment is generally quiet.

GENERAL GUIDELINES

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.