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.