Records Clerk - Third Shift

City of Janesville - Janesville, WI (30+ days ago)4.8


Objective & Relationships

CITY DIVERSITY STATEMENT:
The citizens of Janesville choose this community, not just as a place to live, but as a place to realize life's opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one's potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of "Wisconsin's Park Place."

OBJECTIVE:
This civilian position, under the supervision of the Records Section Supervisor, performs a wide variety of customer service, computer, filing and maintenance of police reports, data entry, clerical typing, and related tasks and collects and provides information to the public.

RELATIONSHIP:
Reports to: Records Section Supervisor

Has no regular supervisory duties.

Has work contacts with City elected and appointed officials, Department and Division Heads, co-workers, City employees, volunteers, the business community, service groups, and the general public.

The employee will be required to work between the hours of 10:30 p.m. – 7:00 a.m. on a rotating shift (5-2, 5-3).
Essential Duties
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Accurately types reports, complaints, letters, warrants, forms, indices, and similar public safety materials.
Files reports, records, forms and similar material, alphabetically, numerically, or according to other predetermined classification.
Maintains simple clerical and accounting records.
Assists citizens requesting police service or information.
Assists the public, either in person or via telephone, by answering non-emergency related questions, screening and referring calls or taking messages as appropriate.
Accepts monies and payments and issues receipts.
Receives and processes mail.
Provides records information to police department employees, the public and news media.
Distributes police reports to appropriate work units or departments.
Prepares police reports for the court officer.
Obtains information over the telephone and prepares reports of minor incidents as required by Teleserve.
Inputs public safety data into computerized systems, i.e., incidents, arrests, dispositions, warrants, traffic accidents, traffic citations, parking tickets and payments; verifies data for accuracy, completeness, and format.
Retrieves data/information from computer system as needed.
Transcribes reports or correspondence from digital recordings.
Maintains CIB/NCIC computer files including validation, enters and deletes items from TIME System.
Duplicates, assembles and collates various reports.
Performs other special projects or duties as required or assigned during and after the regular work shift, including providing support as a part of any City response to essential or emergency operations.
Requirements
A candidate for this position should have thorough knowledge, skills, and abilities of the following:

Knowledge of:
Knowledge of modern office practices, procedures, and methods.
Knowledge of basic record-keeping and bookkeeping methods and procedures.

Skill in:
Excellent organizational, analytical, judgment, and problem-solving skills.
Proficient in Microsoft applications, including Word, Excel, Access, and Outlook.

Ability to:
Ability to maintain composure in stressful situations.
Ability to effectively communicate verbally and in writing with members of the public and other City employees.
Ability to properly screen and refer visitors and incoming telephone calls.
Ability to function under supervision and operate within policy guidelines using independent judgment in achieving assigned objectives.
Ability to maintain confidential information in an ethical and professional manner.
Ability to establish and maintain effective working relationships with City elected and appointed officials, Department and Division Heads, co-workers, City employees, volunteers, the business community, service groups, and members of the general public.
Ability to handle multiple tasks simultaneously and in a timely manner, and with minimal supervision.
Ability to accurately transcribe tapes and proofread/edit documents for correct grammar, spelling, sentence structure, punctuation, tone, and content.
Ability to maintain a positive attitude and professional demeanor when dealing with the public.
Ability to type a minimum of forty-five (45) words per minute.
Ability to complete National Incident Management System (NIMS) training, as required.
Ability to effectively and efficiently organize and complete work in a timely manner and with attention to detail.
Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometimes competing, work assignments, with accuracy and attention to detail.
Ability to adapt to the changing of department priorities or needs.
Ability to work cooperatively with other staff members in a team environment.
Good ability to operate a variety of office equipment including a computer terminal, calculator, scanner, and fax.
Ability to handle monetary transactions honestly and with accuracy.
Ability to understand complex instructions and procedures, and prioritize and complete assignments with limited supervision and in compliance with department standards.
Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities to supervisor.
Supplemental Information

EQUIPMENT, INSTRUMENTS OR MACHINES:
Machinery and equipment including personal computers, word processing and specialized software. Other equipment includes standard office machines phones, fax machines, printers, copiers 10-key calculator, camera, video equipment, light mechanical equipment and scanners.

PHYSICAL FACTORS:
While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls and exerts up to 25 pounds of force by lifting, carrying, pushing or pulling objects. The employee is frequently required to see/observe, talk/speak and listen/hear; use their hands to finger, handle, feel or operate objects and equipment; repetitive arm, wrist, hand and eye movements are included. There is frequent twisting, reaching, wrist turning and grasping. The employee may be required to climb or balance.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials or tasks.

The employee will spend the majority of the work shift inside the police department speaking with other employees or meeting/speaking with the public. The working conditions are comfortable. The noise level is generally quiet to moderately noisy. The employee will be required to work between the hours of 10:30 p.m. – 7:00 a.m. on a rotating shift (5-2, 5-3).

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. 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, or is responsive to the needs of the City of Janesville.

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.

The City of Janesville, Wisconsin is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.