Records Clerk / Police
Records Clerk / Police
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Job Description
Purpose & Job Related Requirements
REPORTS TO:Police Sergeant Lieutenant Captain or Quality Control Supervisor (depending on assignment)
FLSA STATUS:Non-Exempt
CLASSIFICATION:Personnel System
PAY GRADE:112
SAFETY SENSITIVE:No
Purpose of Job:
The purpose of this job is to perform administrative/clerical functions in support of Records Management and other department members and to perform various data management functions related to police records management. Duties and responsibilities include but are not limited to: reviewing preliminary documents for completeness of information; following up on missing or inaccurate information; entering data into computer system; manipulating data into report formats; retrieving data upon request; generating various reports; reporting inaccuracy/deficiency trends to management for purposes of quality improvement; preparing reviewing disseminating and/or filing routine correspondence and reports; running criminal record checks; entering traffic citations; receiving and maintaining all property and evidence seized in the investigation of misdemeanor and felony cases; answering the telephone and relaying messages; and performing additional tasks as assigned.
Job Related Requirements
Work Schedule:Monday through Friday 8-5 / 40 hours per week
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others.
When requirements include vehicle operation responsible for the safety readiness and operation of the vehicle and must abide by ACCs safe driving policy.Minimum Training & Experience Required to Perform Essential Job Functions
High school diploma or equivalent with two years of general office experience involving records management and administration experience required; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this position.
May be required to obtain the GCIC Inquiry Level Operator Certification within the first 90 days of employment depending on assignment.
Must possess a valid drivers license.
Must possess or have the ability to acquire Notary Public status.
A Vocational/Technical degree in Secretarial Sciences or related discipline preferred.Essential Duties Responsibilities
The following duties are normal for this job depending on division assignment. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Enters data from police reports into Records Management computer system using UCR and computer coding; updates files as supplementary information becomes available from uniform traffic citations accident reports fingerprint cards and incident reports.
Tracks verifies and corrects the accuracy/completeness of various police reports and other confidential police information; reports inaccuracies and deficiencies; performs follow-up as needed to ensure that Police Officers rectify documents.
Processes all incoming incident/accident supplemental reports and citations.
Compiles statistical data for various reports including Uniform Crime Reports; provides motor vehicle accident data and traffic citation data to the Department of Highway Safety.
Verifies and updates criminal history information and fingerprint cards according to the policies and procedures of Georgia Crime Information Center or the National Crime Information Center.
Retrieves information from Records Management computer system for official use by members of the Police Department.
Verifies and retrieves reports from computer document imaging system.
Compiles copies and disseminates reports for District Attorneys Office Solicitor Adult Probation and other probation officers legal aid office defense attorneys police officials insurance agencies and members of the public.
Maintains a log of all reports issued to authorized parties other than Records Management personnel.
Acts as liaison between records systems departmental personnel and other law enforcement agencies.
Provides various forms and logs (e.g. Special Event Registration Forms Solicitation Request Forms Appeal Forms Pest Permits Citizen Complaint Forms Evidence Room Admission Logs Crime Lab Logs Evidence Property Case Lists Photo Logs Destruction Logs); forwards requests to proper authorizing official for action.
Assigns arrest booking numbers.
Runs criminal record checks.
Verifies and responds to hits on warrants.
Processes expungment requests.
Maintains records of businesses that are billed monthly for criminal history by Finance.
Prepares monthly criminal history reports.
Prepares/processes fingerprint cards.
Enters uniform traffic citations.
Processes Administrative License Suspension Revocation and Suspension forms.
Receives monies for payment of various fines fees and other chargeable services.
Prepares all evidence requested by solicitors district attorneys investigators and officers for preparation of court cases.
Prepares and maintain computerized records of all items unclaimed and available for sale after the cases have been closed.
Prepares and maintain ad admission log into the evidence room as required by National and State Accreditation Agencies.
Prepares and maintains active records of all evidence to be destroyed and items that have been destroyed i.e. drugs weapons etc.
Notifies owners when their personal property is available to be released.
Releases items to the owners after verification that the case has been disposed and proof of ownership has been established.
Serves as a Notary Public for the division; notarizes documents.
Prepares and/or generates routine correspondence letters memoranda forms reports and other documents via computer and/or typewriter.
Receives opens and distributes incoming mail and interdepartmental mail; prepares outgoing mail.
Copies and distributes correspondence memoranda reports and other related materials.
Operates front desk switchboard or other functions as appropriate.
Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
Responds to routine requests for information from officials employees and members of the staff the public or other individuals.
Performs basic equipment maintenance involving cash registers copy machine etc.When assigned to Career Development and Training
Maintains detailed calendar of department training events activities and hosting events; arranges appointments schedules conferences travel arrangements and itineraries.
Tracks employee training hours certificates and expenses; updates and maintains specialized database systems.
Coordinates special projects assignments and activities as assigned.
Performs a wide variety of specialized technical and advanced administrative work including ordering and maintaining supplies verifying accuracy of information researching discrepancies and recording information.
Monitors changes in regulations and technology that may affect operations; implements policy and procedural changes after approval; ensures compliance with applicable Federal State and local laws rules regulations and ordinances.
Produces internal report and statistics as requested.
When assigned to Evidence:
Receives all evidence lost items and found items turned into the ACCPD.
Records and maintains all items received in evidence and all vehicle videotapes received.
Prepares evidence for transport to the State Crime Lab.
Receives validates and catalogs all items returned from the State Crime Lab.
When assigned to Open Records:
Receives and processes all open records requests researches Georgia Code to identify documents appropriate for release and makes appropriate redactions and responds in writing to all open records requests.
Logs open records requests and maintains files both electronic and hard copies according to the ACCPD retention schedule.
Determines cost of items provided and collects monies from citizens for requested items.
Updates and develops forms for use with open records.
Produces internal open records reports and statistics as requested.
Receives validates and responds to requests in a timely manner and meets appropriate deadlines.
Knowledge Skills and Abilities
Knowledge of the policies procedures and activities of the Police Department as they pertain to the performance of duties relating to the position of Records Technician.
Knowledge of the terminology used within the department.
Knowledge of modern office procedures geography and road system of the county and regulations and procedures of state and national crime information centers.
Knowledge of fingerprint classification/identification system and Henry System and terminology related to police work to include radio signals and uniform crime reporting codes.
Knowledge and ability to operate various office equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard.
Knowledge of Georgia Law Enforcement Handbook.
Knowledge of applicable federal/state statutes unified government ordinances departmental policies and procedures and departmental methods as required in the performance of duties.
Ability to compile organize prepare and maintain an assortment of records reports and information in an effective manner and according to departmental and/or governmental regulations.
Ability to communicate effectively with supervisors and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to handle required mathematical calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan organize and/or prioritize daily assignments and work activities.
Ability to comprehend and apply the regulations and procedures of the department.
Ability to plan/organize work maintain records and write reports file management and basic bookkeeping data entry dealing with the public and oral and written communications.
Ability to operate a computer and software programs relevant to the position.Supplemental Information
- (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIREDTO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS:Must be physically able to operate a variety of machinery and equipment including a computer printer optical imaging equipment scanner calculator copier facsimile machine shredder cash register telephone and switchboard. Must be able to use body members to work move or carry objects or materials. This position requires: walking standing bending stooping pushing pulling lifting fingering grasping feeling seeing talking hearing and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.
DATA CONCEPTION:Requires the ability to compare and/or judge the readily observable functional structural or compositional characteristics (whether similar to or divergent from obvious standards) of data people or things.
INTERPERSONAL COMMUNICATION:Requires the ability to hear speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers assistants or supervisors.
LANGUAGE ABILITY:Requires the ability to read a variety of informational documentation directions instructions methods and procedures. Requires the ability to prepare correspondence reports etc. using prescribed formats and conforming to all rules of punctuation grammar diction and style. Requires the ability to speak to people with poise voice control and confidence.
INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.
VERBAL APTITUDE:Requires the ability to record and deliver information to explain procedures and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative technical or professional languages including law enforcement radio codes and computer terminology.
NUMERICAL APTITUDE:Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; calculate percentages.
FORM/SPATIAL APTITUDE:Requires the ability to inspect items for proper length width and shape visually with a variety of machinery and equipment including a computer printer optical imaging equipment typewriter calculator copier facsimile machine shredder cash register telephone and switchboard.
MOTOR COORDINATION:Requires the ability to coordinate hands fingers and eyes accurately in using office/computer equipment. Requires the ability to use the keyboard lift bend push and pull objects or materials using body parts as the position necessitates.
MANUAL DEXTERITY:Requires the ability to handle a variety of items such as automated office equipment clerical supplies and computer supplies. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION:May require the ability to differentiate between colors and shades of color.
INTERPERSONAL TEMPERAMENT:Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION:Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.
ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex disability age sexual orientation gender identity national origin veteran status or genetic information. ACCGov is committed to providing access equal opportunity and reasonable accommodation for individuals with disabilities in employment its services programs and activities. To request reasonable accommodation to participate in the job application or interview process contact Leah Jagatic HR Coordinator Human Resources or
Employment Type
Full-Time
