The Records Clerk logs and maintains police records for the development of investigative and statistical reports. This role involves a wide variety of typing, clerical, and general office duties within the Police Department.
Responsibilities
Enter police reports and related data into the Records Management System (RMS) and ensure the accuracy, completeness, and confidentiality of police records in compliance with CJIS requirements
Perform a wide variety of general clerical duties related to the processing, maintenance, and retention of police records, including responding to open records requests and conducting authorized records searches
Assist the public in person and by telephone by receiving and processing requests and complaints
Locate reports for customers
Answer questions regarding records, permits, background checks, directions, and other related information
Maintain a variety of files and records
Enter data into computer systems and file case reports, citations, and supporting documentation in accordance with established procedures
Assist sworn officers and department administration with data retrieval, report access, and documentation requests as required for investigations, court proceedings, or administrative purposes
File, retrieve, and manage records, citations, and case-related data associated with individuals or incidents, ensuring proper indexing and timely availability
Process background checks for the public and assist with city-required permits, ensuring documentation is complete and accurate prior to release or approval
Process paperwork for alcohol servers, pawn shop employees, tow truck drivers, and other regulated entities
Take photographs, create identification cards, and input required information into designated systems
Accept, receive, and/or collect payments related to records requests, permits, and other services, and ensure proper documentation and routing of collected funds
Assist with the review, upload, management, and authorized release of police dash camera and body-worn camera footage in coordination with I.T. and in accordance with policy and legal requirements
Perform other related duties as required
Requirements
High School diploma or equivalent
Two (2) years of experience in customer service and/or police records; or an equivalent combination of education and experience
Valid Georgia Driver’s License
GCIC Certification
Knowledge of modern office practices, procedures, equipment, and computerized records systems used in a police or records environment
Knowledge of record-keeping and statistical record-keeping techniques, including data accuracy, retention, and retrieval requirements
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Knowledge of applicable laws, codes, rules, regulations, policies, and procedures governing police records and related activities
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary for professional written communication
Skill to communicate effectively in oral and written form with the public, sworn personnel, and administrative staff
Skill to use tact, patience, discretion, and professionalism when handling sensitive or confidential information
Ability to operate computer systems and office equipment to accurately enter, retrieve, and maintain routine and confidential records
Ability to read, interpret, apply, and explain laws, codes, policies, and procedures related to assigned duties
Ability to follow established police practices and procedures while maintaining confidentiality and sound judgment
Ability to establish and maintain cooperative and effective working relationships with others
The work requires sedentary activity and involves frequent use of hands and fingers for data entry, filing, and document handling
Visual acuity
Hearing and speaking to communicate with the public and staff
Mental acuity to process detailed and confidential information
Repetitive motion
Occasional walking and reaching
Important Details
Work environment: typically performed in a relatively safe, secure, and stable office environment within a law enforcement or municipal records setting, with regular interaction with the public and staff and routine exposure to confidential and sensitive information
