JOB TITLE: Records Clerk I – Police Dept.
CHARACTERISTICS OF THE JOB:
This entry level position is responsible for answering initial requests for service from the public at the Police Department. The Records Clerk is the first point of contact for the public upon entering the police station. They are responsible for interacting and greeting the public. The employee is responsible for providing information and making copies of reports that are requested and approved for release. The employee is also responsible for answering telephone calls on the department administrative lines and answering questions and/or transferring calls to the appropriate personnel in the department. The Records Clerk is supervised by the Administrative Operations Manager.
EXAMPLES OF DUTIES:
Answer requests for service from the public at the Police Department. This involves obtaining and making copies of requested reports that may be given out to involved parties. The employee also answers the phone and either answers questions or directs callers to the appropriate member of the department. The employee makes initial data entry into the department computer system for specific information that will be needed to document the request for service, and enter other data that may be assigned. Using the computer system, the employee will retrieve information that is needed to answer public requests, such as vehicle crash or case reports and collect fees associated with copying the reports. The employee will be able to give directions to locations within the City and be able to answer most general requests for information. The employee must have a good knowledge of Police Department functions to know where or to whom to direct people for particular requests. The employee will be able to use the phone system to transfer calls or page department personnel. The employee will receive deliveries of mail and packages delivered to the department and will also be responsible for scheduling and keeping a schedule book for reservations of the department’s community room. The employee will assist other administrative staff in the processing of Freedom of Information Act material. Perform other duties as assigned.
High school graduate or GED.
Must have computer skills and ability to use department computer system.
Must be able to type and perform general clerical duties.
Be able to follow and understand instructions.
Meet all application requirements of the City of Elizabethtown Police Department, including polygraph exam.
U.S. Citizen, 18 years of age or older.
Read, write and communicate in English.
Orderly, law abiding citizen of sobriety and integrity.
Pass pre-employment drug test.
Successfully pass a background check that demonstrates that the applicant is free from any personal problems that would tend to render him/her unfit to be a representative of the Police Department. Such background check shall include but is not limited to, inquiry as to the credit standings, morality, criminal record or character of the applicant.
Clean and neat in appearance and possess the ability to speak clearly in person and on the phone, to effectively meet and deal with the public.
Drug-free, high moral character, and no felony convictions.
Physically able to perform essential job functions.
ESSENTIAL JOB FUNCTIONS:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements or duties does not exclude other work which may be required.
1. Able to perform specific duties as defined in Example of Duties.
2. Deal courteously with the public in person and on the phone.
3. Maintain a working knowledge of the Police Department and the functioning of people within the department, and have an understanding of state law regarding release of information to the public.
4. Be able to maintain confidentiality of information on police reports.
5. Maintain positive working relationship with other members of the police department.
6. Able to use a multi-line phone system and able to page and transfer calls.
7. Receive and account for money from parking fines and fees for copies of reports.
8. Able to use a computer to retrieve and enter information.
9. Ability to use copy and fax machines.