Police Records Clerk/Administrative Assistant

Purpose of Position

The purpose of this position is to organize, disseminate code, store department records, and perform dispatch duties on an as-needed basis. The position is also the administrative assistant to the Chief of Police. The work is performed under the direction of the Police Chief.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Checks for accuracy on Live Scan fingerprints to include, but not limited to, editing, sending and maintaining the local fingerprint database; processes, codes and mails fingerprint cards on an as-needed basis.
• Enters report and arrest data into the Records Management System (RMS); files written/hard copied reports.
• Serves as the records custodian for the police department. Coordinates records retention and destruction with the City Clerk.
• Coordinates information/files between the police department, courts and prosecutors; photocopies and sends reports to various agencies.
• Types correspondence, memos, forms, reports and other department materials from written and oral instructions.
• Prepares statistics for various departmental reports.
• Interacts with the public on a daily basis and manages request for records in accordance with State and federal law.
• Answers, screen and routes emergency 911 and administrative telephone calls on an as-needed basis; provides emergency medical dispatching instructions as needed.
• Orders and stocks office and cleaning supplies.
• Co-Supervises Crime Stopper account activity.
• Responds to information/report requests; researches and follows up on complaints.
• Operates Computer Aided Dispatch (CAD) on an as-needed basis.
• Operates and enters data into the Records Management System.
• Tracks, compiles and records departmental racial profiling statistics and Uniform Crime Reporting figures.
• Secures, maintains, records and provides accountability for department’s petty cash fund.
• Runs errands.
• Proofs and corrects reports, correspondence, and other written materials prepared by others.
• Answers radio traffic on an as-needed basis.
• Performs dispatch duties on an as-needed basis.
• Provides administrative assistance to the Chief of Police as necessary.

Additional Tasks and Responsibilities

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

• Operates MULES/NCIC terminal.
• Performs other duties as assigned.

Minimum Education or Experience Required

High school diploma or G.E.D. or Associate’s degree or equivalent; or twelve months to two years related experience or training; or equivalent combination of education and experience. General office experience with proficiency in record management, computer systems, and customer relations.

Preferred Education or Experience Required

High school diploma or G.E.D or Associate’s degree or equivalent; or two to three years related experience or training; or equivalent combination of education and experience. Telecommunicator or dispatch experience. Supervisor experience.

Other Requirements – Certificates/Licensures

• Missouri Driver’s License.
• MULES certification within six months of hire.
• Live Scan fingerprinting within six months of hire.
• Emergency Medical Dispatch or Basic Telecommunicator within one year of hire.
• No felony convictions or an unfavorable police record.
• Must be 18 years of age.

Knowledge, Skills, Abilities

• Ability to maintain appropriate confidentiality of information and documents.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards. Ability to compare, count, differentiate, measure, assemble, copy, and record and transcribe data and information. Ability to classify, compute and tabulate data.
• Ability to utilize a variety of advisory data and information such as arrest reports, schedules, activity logs, court dockets, warrants, fingerprint cards, Uniform Crime Report, citations, bank statements, code manuals, clerk of court manual, record retention standards, computer software operating manuals, directories, maps, emergency communications manuals, policies, procedures, guidelines and non-routine correspondence.
• Ability to communicate orally and in writing with the general public, department personnel, emergency response personnel, vendor representatives and service personnel.
• Ability to use functional reasoning in performing influence functions such as supervising, managing, leading, teaching, directing and controlling.
• Ability to exercise the judgment, decisiveness and creativity required in emergency situations involving the direction, control and planning of an entire program or multiple programs.
• Ability to operate a variety of office and dispatch equipment such as computer terminal, typewriter, telephone, fax machine, emergency communication equipment, calculator/adding machine, computer printer and photocopier.
• Knowledge of computer systems and ability to use Microsoft Office (Word, Excel, Powerpoint) and computer software systems for law enforcement.
• Ability to pass drug screening and background check.
• Ability to reliably and predictably carry out duties.

Supervision

None.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. Lifting, moving, pushing or pulling up to 10 pounds does not generally occur, but may occur when lifting boxes, books or paper. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus, and distance vision. Physical work consists of, but not limited to, sitting for long periods of time and using a computer.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The noise level in the work environment is usually moderate. There is no night work or shift work associated with this position. 100% of the work for this position is indoors. The stress level associated with this position is average and above average when dealing with upset or hostile citizens.

The City of Cameron is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act as Amended, 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.

Job Type: Full-time

Pay: From $40,250.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Ability to Commute:

• Cameron, MO 64429 (Required)

Work Location: In person