Records Clerk Jobs

GENERAL SUMMARY

The Records Clerk maintains a complex records filing system in accordance with approved Records Retention Schedule by creating, updating, and filing electronic and paper-based records. Establishes and maintains various cross-reference indexes; completes State mandated forms and reports under supervision of a police supervisor; purges inactive files, destroys obsolete files by shredding or recycling; assists other departments in organizing records, destroying records, and similar activities as assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES

Essential Duties are not intended to be an exhaustive list of all responsibilities, duties and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it. Employees are responsible for all other duties as assigned.

• Prepares written documents including: letters of clearance, forms for processing service requests, and emails and memos to Department personnel with clearly organized thoughts using proper sentence structure, punctuation, and grammar.
• Performs mathematical calculations when completing statistical assignments and handling public transactions requiring payment.
• Enters data or information into a personal computer (PC) in order to input and retrieve information from several criminal justice information systems including Law Enforcement Judicial Information System (LEJIS) and Arizona Criminal Information Center/National Crime Information Center (ACIC/NCIC).
• Comprehends and makes interpretations from written material including policies and procedures, departmental operations orders, and related federal and state statutes in order to learn and accurately perform the required duties.
• Processes contracts and agreements by receiving contracts, organizing legal review, obtaining signatures, distributing materials, and archiving agreements and contracts.
• Supports the Police Department in performing clerical and administrative work by answering telephones, providing customer assistance to the public, processing mail, processing and tracking requests for public records.
• Learns all police records tasks through an on-the-job structured training program.
• Processes original police reports, supplements, and related documents.
• Comprehends information from police reports in order to provide requested information and enter correct data into an automated police records system.
• Other duties as required.
• The incumbents in this position will have contact with both internal and external customers. Therefore, a high value is placed upon professional customer service skills.
• Assists the public with information retrieval by copying and distributing requested documentation and providing general information regarding departmental policies, procedures, and regulations.
• Prepares copied police reports, including redacting sensitive details, to deliver to citizens requesting them.
• Maintains knowledge of laws, policies, procedures, and guidelines affecting the office of the Police Chief to assist in performing a variety of highly complex duties in office.

MINIMUM ENTRANCE QUALIFICATIONS

Education and Experience

• Must have a typing test on file with a minimum of thirty five (35) net wpm typing speed.
• High School Diploma or GED.
• Two (2) years’ experience in public contact work, preferably related to processing police records and basic operational, technical or office processes; maintaining records and working with computers and customers.

Preferred Qualifications

• Previous Government/Municipal Public Sector experience.
• Associate’s degree in business, communications, or related field.
• RMS experience.
• Microsoft office experience.

Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of city management.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Microsoft Office products including Word, Excel, and Outlook.

Skill in:

• Being punctual and dependable, with excellent attendance.
• Strong interpersonal communication skills.
• Establishing cooperative working relationships with employees, and citizens.
• Business phone etiquette and verbal communication.
• Following and effectively communicating verbal and written instructions.

Ability to:

• Efficiently and effectively file important documents related to the Police Department.
• Complete work with limited assistance and supervision after learning routine techniques and procedures.
• Handle multiple tasks and projects in order to meet deadlines.
• Handle a high volume of calls, visitors and tasks professionally and time efficiently.
• Work cooperatively with the general public and other City employees.

PHYSICAL DEMANDS

The physical demands and environmental characteristics 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.

• The position involves light physical demands, such as exerting up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently, and/or a negligible amount of force constantly to move objects.

The City of Maricopa is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time

Pay: $19.78 - $21.75 per hour

Benefits:

• Retirement plan
• Professional development assistance
• Health insurance
• Flexible schedule
• Health savings account
• Vision insurance
• Life insurance
• Employee assistance program
• Flexible spending account
• Paid time off
• Dental insurance
• 401(k)
• Tuition reimbursement

Work Location: In person