Police Records Clerk (Open until filled) Position Available In Maury, Tennessee

Police Records Clerk (Open until filled) 3.3 3.3 out of 5 stars 707 North Main Street, Columbia, TN 38401

Description:

Job Summary:

Performs specialized clerical and public contact work involving: the maintenance, compilation, and dissemination of complex police records through a structured procedure.

These duties include:

filing, retrieving, and distributing police reports and related confidential information; answering phone inquires which typically involves locating records or explaining procedures to the general public or providing information to other law enforcement agencies; handling a public counter which involves handling fees for other services provided, and allowing citizens to review reports; processing letters of clearance, public record requests and entering data from Police Officers and other agencies into an automated police records system. Also runs criminal history and other records checks on a computer terminal and utilizes the various criminal justice information systems in order to query and update databases regarding crimes, warrants, and arrests.

Essential Functions:

Answers inquiries from department personnel and other police agencies regarding criminal activity information such as local warrants, bookings, victims, suspects, convicted felons and general background checks; Handles counter and telephone requests from the public for information per Privacy/Security Guidelines and general information and direction; Performs data entry of criminal activity information into computerized criminal justice information systems; Performs queries of information on computerized criminal justice information systems; compares information and verifies correctness of information; Transcribes police reports and report supplements from department personnel, by handwritten copy into the computerized police information system; Logs, and maintains all Police activity reports in preparation for filing into systems; Field and retrieves materials using established filing system; sorts and indexes materials for filing and distribution; Transcribes investigation reports from dictation; Provide requested information from the Police Records Section; Prepares written documents including: letters of clearance, numerous forms for processing service requests, and memos to officers with clearly organized thoughts using proper sentence structure, punctuation, and grammar; Processes original police reports, supplements, and related documents; Prepares copied police reports to distribute; Display courteous, civil, and respectful behavior to all persons and shall make every effort to meet the needs of citizens requesting assistance; Refrain from the use of abusive, indecent or profane language or gestures in the workplace, in the performance of duties or in the presence of a member of the public; Perform duties in a manner that is fair, impartial, and without prejudice toward any person or group; Refrain from arguing unnecessarily with any person or otherwise showing a lack of self-control, ridicule, or defame any employee, elected official or any other person or any agency of the City of Columbia; Display responsibility for attendance and promptness and report to the work area on time.

Secondary Functions:

Performs other related duties as required.

Supervisory Functions:

None.

Requirements:

Please note: the minimum qualifications stated below are a guide for determining the education, training, experience, special skills, and/or license which may be required for employment in the class. These are re-evaluated each time the position is opened for recruitment. Please refer to the most recent Job Announcement for updated minimum qualifications.

Minimum Qualifications:

Knowledge, Skills:

Modern office practices, procedures, and equipment; basic telephone etiquette; Learn to prepare necessary forms to record the disposition of complaints handled by the Police Department; Learn the appropriate response to routine telephone and public counter requests; File alphabetically and numerically; Scan documents; Learn data entry and retrieval on various criminal justice information systems; Must possess computer application skills that at a minimum include Microsoft Office Suite products including Word and Excel.

Ability:

Deal effectively with the public over the telephone and in person; Establish and maintain effective working relationships with coworkers, supervisory personnel, sworn officers, the general public, and other law enforcement agency personnel; Operates a variety of standard office equipment including a, scanner, printer, copy machine, facsimile machine, , and telephone in order to research information, copy reports, prepare memos/forms, enter or retrieve data; Learn departmental objectives, policies, procedures, and terminology; learn applicable federal and state requirements; Remain calm and think clearly and quickly in emotional situations; Maintain confidentiality and security of records and information; 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 speak clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings; Ability to write clearly and informatively; edits work for spelling and grammar; able to read and interpret written information; Ability to follow instructions, responds to management direction; completes tasks on time or notifies appropriate person with an alternate plan; Ability to meet scheduling and attendance requirements.

Certifications, Licenses, Registrations:

Because of the confidential, sensitive nature of information handled, successful completion of a background investigation is required.

Preferred Education:

High school education or G.E.D. Associate’s degree (A.A.) or equivalent from two year-college or technical school; or one year to two years related experience and/or training; or equivalent combination of education and experience.

Physical Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.