Police Records Clerk I

Job Description

A Police Records Clerk I performs a variety of office, clerical, record keeping and public contact assignments of varying difficulty within the Records Bureau of the Police Department. These include some tasks specific to the Police Department such as processing gun registrations and concealed weapons permits, and operating Clemis/Lein terminals. General direction is received from the Division Head or other designated supervisor. Police Records Clerks I may also receive supervision and coordination of work assignments from the Police Records Clerk III.

Essential Job Functions

A Police Records Clerk I may be called upon to do any or all of the following. (These examples do not include all of the duties which the employee may be expected to perform.)

• Operate Clemis/Lein terminals, personal computers, FAX machines, copiers and other office equipment.
• Sort, distribute and/or file activity logs, dispatches, progress reports, impound papers, mug photos, arrest cards, mail, memos and other police records and reports.
• Type and proofread records, forms, reports, correspondence, requisitions, etc.
• Research and/or copy files in response to requests from officers, attorneys, prosecutors, probation and parole personnel, other police departments, governmental agencies and the public.
• Input police incidents, accident reports and other data onto the computer system; query computer files; prepare crime statistics.
• Scan fire calls and correct coding errors; proofread dispatch cards; check for errors and omissions on arrest cards and photos.
• Inform public of procedures for gun permits, CCW licenses and handgun registration, and process applications for same.
• Register handguns by verifying manufacturer, model and serial numbers; entering a computer search; interpreting printouts; and completing registration in the gun program on the Personal Computer; process and notarize gun purchase permits and collect fees.
• Process fingerprint requests by checking ID, running Clemis/Lein computer checks for warrants and collecting fees.
• Perform law enforcement agency and military record checks; perform background checks for businesses and for vendors for Dream Cruise and other special events.
• Assist with Police auto and city property auctions by typing forms, registering bidders and collecting monies.
• Receive and tabulate cash receipts for counter and impound fees.
• Inventory and order supplies.
• Perform related duties as assigned.

KSA

A Police Records Clerk I, upon application, shall have the following experience and training:
Level I: Graduation from high school or equivalent including or supplemented by course work, training or experience, which results in the above stated knowledge, abilities and skills.
Level II: Employees are eligible for promotion to Police Records Clerk II after a minimum of 30 months of experience as a Police Records Clerk I.
Level III: Employees with at last 12 months of experience as a II may compete for III level vacancies by taking a written examination with qualifying skills test.

Qualifications for Employment:

• Knowledge of modern office practices and procedures.
• Knowledge of, or an aptitude for learning a variety of computer applications, including word-processing, spreadsheets and data base software, and LEIN/Clemis procedures.
• Working knowledge of business English, spelling and arithmetic.
• Ability to deal tactfully and courteously with the public and to work harmoniously with other employees.
• Ability to communicate effectively both orally and in writing.
• Ability to maintain records and prepare reports and to file materials alphabetically and numerically with speed and accuracy.
• Ability to learn assigned tasks readily, adhere to prescribed routines, and to follow oral and written directions.
• Ability to handle stress, stand or sit for long periods, and understand and respond to in person and phone inquires.
• Skill in the operation of Personal Computers, terminals, word processors, typewriters, FAX machines, copiers, and other standard office equipment.

Application Special Instructions

Required Application Materials to submit with this application (provide as attachments):

• Resume