Records Clerk - Police

Under general direction of the Office Coordinator, the incumbent performs secretarial and administrative support duties independently. Position requires regular contact with the public in situations that affect the accomplishment of the job. Contact may deal with sensitive and confidential issues and occasionally involve conflict, requiring considerable judgment and tact.

The statements below are intended to describe the general nature and level of work being performed by individual(s) assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified in this position. The position description is subject to change by the TOWN as the needs of the TOWN and requirements of the position change. Maintains the integrity of the department files. Collects and processes receipts and money for copies of Police Department records, if applicable. May type memorandums, logs, letters, monthly reports, and other required documents. Answers telephones/ emails, greets and assists public. Extracts, compiles, and distributes data from files and reports for citizens, law enforcement and governmental agencies, applying Texas Open Records Act. Performs lawful record checks for law enforcement, governmental agencies and citizens. Records all cash, check and credit card transactions on a daily basis. Assists other divisions with redaction of videos and filing cases Assist with Bi-weekly payroll Process invoices for accounting Attend annual Public Information Act Training Collate and distribute mail Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies. Other duties as assigned To perform this position successfully, an individual(s) must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

KNOWLEDGE

Knowledge of municipal government organization and functions and Town operations. Considerable knowledge of general office equipment and procedures, including filing, copier/fax, PC, posting/maintaining records, etc. General office procedures; departmental organization, functions, policies and procedures; budget development and management. Working knowledge of applicable federal, state, and local laws, and ordinances. Knowledge of Texas Open Records Act and Texas State Library and Archives Commission or ability to learn and retain information.

SKILLS:

Must be able to collaborate with administrators and support personnel, management and the public on a regular basis. Must exhibit polite and professional communication via phone, email and in person. Exercises sound, independent judgment within general policy guidelines. Proficient on personal computer using Microsoft Office Products (i.e. Word, Excel, Power Point, database management, desktop publishing, graphics and electronic communication). Ability to read, write and interpret documents such as safety rules, operating and maintenance instructions, policy/procedures manuals, legislative updates and other documents required for the position. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization. All language skills must be in the English language. Organization and prioritization are core elements of the administrative assistant responsibilities. You must know how to keep yourself organized and how to determine which tasks are the most important in each list. Must demonstrate outstanding work ethic-reliability, dedication, discipline, productivity, cooperation, integrity, responsibility and professionalism at all times. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

ABILITIES

Arrive to work every day on time as scheduled. Good oral and written communication skills, pleasant and distinct telephone voice, good verbal fluency and grammar, and a well-groomed professional appearance. Strong attention to detail. Ability to understand and carry out moderately complex oral and written directives; work well under pressure and stress; handle multiple tasks, prioritize and organize work assignments. Ability to take initiative and make competent decisions in accordance with established procedures. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to establish and maintain effective working relationships with peers and the public. Ability to interpret a variety of instructions furnished in written, oral, diagram or scheduled form. Ability to gather/collect information from individuals in a manner to accurately conduct and document data.

CONTACT WITH OTHERS

To perform this position successfully, an individual(s) may be required to have contact/communications with individuals internally and externally on a regular basis. Town Employees Daily. Verbal exchange over telephone and in person. Written exchange through correspondence such as e-mail, letters, and memorandum. Town Consultants Weekly. Verbal exchange over telephone and in person. Written exchange through correspondence such as e-mail, letters, and memorandum. Elected Officials Occasional. Verbal exchange over telephone and in person. Written exchange through correspondence such as e-mail, letters, and memorandum. General Public/Citizens Daily. Verbal exchange over telephone and in person. Written exchange through correspondence such as e-mail, letters, and memorandum. Community Organizations Seldom. Verbal exchange over telephone and in person. Written exchange through correspondence such as e-mail, letters, and memorandum. Vendors/Contractors /Regulatory Agencies Weekly. Verbal exchange over telephone and in person. Written exchange through correspondence such as e-mail, letters, and memorandum.