Job Description: To accomplish clerical and/or secretarial work as directed and to aid in the completion and maintenance of records, files, and reports. Job Responsibilities: A Records Clerk is responsible for the ongoing daily operations required by the Police Department. The duties are varied and diverse. Some duties will be repetitive and others will be unique. Specific duties include, but are not limited to:
~ Provide Administrative support to the Police Department
~ Serve as the Department liaison regarding Public Information Requests, and Crash Reports, clarifying requests and advising requestors of appropriate time lines and expected fees and preparing the requested information for release. On occasion, coordinate with the City Attorney"s Office and the Attorney General"s Office in reference to Public Information Requests.
~ Serve as the Departments liaison with the County Attorney"s Office, District Attorney"s Office, Juvenile Probation Office and Municipal Court and any other applicable law enforcement agency. Work with these Agencies to ensure that prosecution files are complete and properly organized in compliance with the Michael Morton Act.
~ Create and Maintain Department files, to ensure important department information is readily and accurately available.
~ Maintain confidentiality of information and records.
~ Prepare written documents within an accurate and timely manner
~ Communicates with the Chief and other members of the Command Staff on Records Related matters within the department
~ Prepares Technical and statistical reports such as Weekly Stat Reports, Monthly Stat Reports and Yearly Stat reports on Arrests, Cases and other information. Also compile National Incident Based Reporting System (NIBRS) reports, Racial Profiling statistics and any other reports requested by the Chief of Police, City Manager or City Council or Command Staff personnel.
~ Collaborate in Special Events Planning and Coordinating
~ Coordinate physical movement and archiving of annual files as well as maintaining and coordinating Record Retention laws within the Department.
~ Prepare working case files for Detectives
~ Ensure that Office supplies are regularly stocked
~ Typing, Filing, answering telephone calls, and preparing mailings for the Department.
~ Receive payments for Public Information Requests
~ Greet lobby customers at the Police Department lobby window and take care of needs to include city permit documentation and fees.
~ Perform other related duties as may be assigned or required
Minimum Qualifications: REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND TRAINING: - This position may require specific training or experience that is relevant to the department assigned and tasks required. Generally these employees must have the ability to perform detailed work with speed and accuracy, the ability to operate a computer system, the ability to type accurately at a speed of at least 50 words per minute, the ability to understand technical and legal terminology, the ability to interact in a positive manner with the public and co-workers, the ability to prepare records in a systematic, neat and legible manner and the ability to maintain confidentiality. EDUCATION, WORK EXPERIENCE, CERTIFICATIONS AND LICENSES REQUIRED: -
1. High School Diploma or GED Equivalent.
2. Two years of clerical or secretarial experience.
3. A valid Texas driver"s license. Physical Requirements: A Records Entry Clerk must be able to lift and carry up to 20 pounds and to pull, push, or drag up to 50 pounds of materials and supplies. A Records Entry Clerk is required to stand or sit for extended periods. A Records Entry Clerk uses eyes, ears, hands and fingers to perform assigned duties and responsibilities. The job of Records Entry Clerk is performed mainly indoors in a climate-controlled environment. Additional Information:
FLSA DESIGNATION: Non-Exempt
OCCUPATIONAL CATEGORY: Official and Clerical
1. REPORTS TO: CID Captain
2. DIRECTS: Does not supervise any employee
3. OTHER: Deals with the general public and other members of the city staff $12.20 - $17.57