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Police Records Clerk

Published on November 22, 2021

Department(s):

Location: Pittsburg, KS

POSITION SUMMARY

Under the supervision of the Police Records Administrator the Police Records Clerk performs a variety of responsible clerical and administrative tasks in support of the police department administrative division including processing, maintaining and controlling police records, case files, statistical data and related confidential and public information.  Work duties will include entering data into the police department records management system, producing case records for dissemination to the public and other criminal justice entities, responding to public information requests either in person or via telephone, email or other communication methods.  Due to the sensitive nature of work, confidentiality, accuracy, attention to detail and multi-tasking are critical skills that must be demonstrated by the incumbent.

DUTIES AND RESPONSIBILITIES

  • Process bills and purchase orders related to police department business and prepare them for submission to the Finance Department; Reconcile daily accounts receivable and prepare appropriate accounting report for the Finance Department. Cash handling and balancing procedures.
  • Prepare and submit all department Travel Requests and Travel Summaries; Maintain the department’s four (4) credit cards logs and receipts.
  • Ensure the accuracy of offense, arrest, incident, accident and other reports generated by members of the police department to ensure the records are accurate, complete and meet all National Incident Based Reporting System and Kansas Incident Based Reporting System (NIBRS & KIBRS) requirements for electronic and paper submission.
  • Regular work attendance (ex. on time to work/meetings, not abusing leave, time management).
  • Assist with manual and live scan fingerprinting and walk in fingerprints done manually.
  • Process criminal history and background records requests as received in accordance with applicable laws; Files and maintains information files of departmental records including offense reports, accidents reports, electronic and paper records and other documents received. Process arrest and booking records to include indexing, scanning and reviewing records for completeness and accuracy.  Maintain records of dissemination for all department records released; Scan various documents into the department’s record management system (RMS) as required.
  • Maintain grooming and dressing standards per department policy
  • Conduct follow up telephone calls to victims of property crimes explaining the process, answer any questions they might have and forward any pertinent information obtained to the appropriate patrol officer or detective.
  • Report writing on cases that require no filed follow up; Using the department’s mobile application to complete the report and submit for supervisor approval.
  • Participates in community and police department events as able/directed.
  • Other duties and assignments of a clerical or administrative nature to ensure the ongoing daily operations of the police department administrative and records division. May be required to serve as a Notary Public for the State of Kansas.

Qualifications

  • Knowledge of policies and procedures and how they influence customer service and engagement.
  • Ability to communicate effectively orally and in writing. Maintains confidentiality of events, personnel, and other elements as appropriate and per policy.
  • Ability to understand and follow policies and procedures for records handling.
  • The ability to comprehend, interpret and comply with State Statutes and the Kansas Open Public Record Act as they apply to criminal record release.
  • Interact with people (citizens, customers, and co-workers) politely and helpfully, beyond the giving and receiving of instructions. May involve dealing effectively with people from various social and cultural backgrounds in a wide range of situations, being sensitive to the feelings of others and resolving problems in ways that do not arouse antagonism, calming emotional people and resolving interpersonal conflicts through persuasion rather than force, and influencing people and inspiring their confidence and respect.
  • Comply with rules and procedures. May involve fulfilling job responsibilities without receiving specific instructions or orders, performing job duties in a timely and proper manner (e.g., following orders), and working safely according to established policies and procedures in all situations.
  • Develop practical solutions to problems and to make sound decisions.

Requirements

  • High School Diploma or equivalency. Minimum 3 years of current experience in an office/clerical position including customer service, data entry, clerical work or similar job duties; advanced training or coursework focused on clerical duties, data entry, customer service in an office setting; or any combination of training, coursework or work experience which provides the knowledge, skills and abilities to perform essential job functions.

PHYSICAL DEMANDS

Must possess mobility to work in an office setting and use standard office equipment, including a computer; operate a motor vehicle; vision to read printed materials and a computer screen; hearing and speech to communicate in person, before groups, and over the telephone.  This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required.  Finger dexterity is needed.  May occasionally bend, stoop, kneel, reach push, and pull drawers open and closed to retrieve and file information.  Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.