Records Clerk Jobs

This position is a civilian who works with a Community-Oriented policing philosophy and is willing to provide that kind of service to the citizens of the community. The Police Department will try to provide the successful applicant with opportunities to grow and progress within the department. This position assists the public by receiving and directing the public, handles calls and messages for police department personnel via multi-line phone system and assisting all walk-in public and handles information and report requests. This position also performs general office typing as needed to complete forms, memos, letters, schedules, applications and correspondence and other duties required to assist in maintain all PD records. Job Responsibilities
Performs customer service to the general public
Receives and directs the public, handles calls and messages for police department personnel via multi-line phone system
Assists all walk-in public and handles information and report requests
Performs general office typing as needed to complete forms, memos, letters, schedules, applications and correspondence
Maintains numeric and alphabetical files; makes photocopies
Operates personal computer to enter data from case reports into a computerized record keeping system
Reads, reviews, processes and disseminates police case reports on a daily basis. Follow up process.
Audits case report files
Processes all subpoenas, GRAMA and case report requests
Processes all background checks and police clearances
Records traffic and misdemeanor citations, types vehicle impound notices, traffic accident reports and in-house incident base reports
Locates police reports and makes copies for officers, the public and attorneys
Updates stolen/recovered property for National Crime Information Center (NCIC) through the Bureau of Criminal Identification
Performs various records-tracking activities as needed to obtain driver license information, vehicle registration, criminal history, NCIC and Interstate Identification Index (III) information through the state computer system
Enters juvenile and adult arrest and citation information; identifies nature of crimes by established categories and classifications
Performs computer entry of all non-arrest and non- citation reports submitted by officers, such as thefts, malicious injuries, runaways, impounds, missing persons, harassing phone calls, accidents, etc
Assures the proper delivery of documents at various stages of the legal process
Expedites delivery as needed, including internal departmental dissemination
Prepares report and citation files for court appearances
Distributes court notices to police personnel, receives verification of notice and files appropriate records
Provides clerical support for the N.O.V.A. / RAD KIDS program by accessing state computer systems, performing background checks, logging applicant names, creating files; initiating contacts with program volunteers as needed and processing documentation as required
Assists with clerical functions of various public safety and awareness programs
Performs department payroll tracking, and maintenance of timecard documentation
Performs other related duties as assigned.
Qualifications
Education: Graduation from high school or equivalent
Experience: General office practices and secretarial duties; two (2) years of experience related to the above or similar duties; or an equivalent combination of education and experience
Certifications: Criminal records authorized (certification done upon hire) Knowledge, Skills and Abilities
Knowledge, Skills, and Abilities - Knowledge of:
Working knowledge of the Spillman reporting system is preferred
Working knowledge of state criminal codes and penalties associated with various offenses
Police records management requirements
UCR codes
Proper grammar, spelling, and punctuation
Standard office practices and procedures related to records filing and office maintenance
Interpersonal communication skills, modern filing systems related to alphabetical and numeric files; telephone systems
Telephone etiquette
Operation of a variety of types of standard office machines including computer terminal, fax machine, copy machine, etc
Ability to:
Ability to type 50 words per minute
Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions
Maintains strict confidentiality related to sensitive administrative and legal information; develop effective working relationships with supervisors, fellow employees, and the public
Communicates effectively both verbally and in writing
Work under time pressures and work deadlines; work in an environment requiring continuous sitting
Ability to follow routine verbal or written instructions
Working Conditions
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions—including but are not limited to the job functions, qualifications, and competencies listed herein—of this job in the working conditions below. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The successfully candidate must be able to perform under the physical demands and work environment including but not limited to the following:
Sit at a desk or table to operate a computer and related equipment and to type, read, proofread, interpret, and apply information obtained therefrom for sustained periods of time while maintaining efficiency, attention to detail, alertness, proficiency, and accuracy.
Stoop and/or bend to move items into and between file drawers or boxes.
Regularly walk, stand, or stoop and periodically climb, balance, bend, stoop, kneel, crouch, and/or crawl.
Lift, carry, push, pull or move boxes weighing up to 30 pounds
Lift, carry, push, pull, or move carts of items weighing up to 100 pounds
The noise level in the work environment is usually moderately quiet while in the office.
Compensation and Benefits
SALARY RANGE:
Full wage range is as follows. Please note hiring will normally occur at the minimum of the range and will not exceed the midpoint.
Min: $16.08
Mid: $19.70
Max: $23.31
BENEFITS: There are no benefits with this job Disclaimer
SUSPENSION OF PROCESS, ETC.:
The City reserves the right to reject any and all applicants, to waive any requirement set forth in this announcement, and to hire anyone as the City Manager or designee deems to be in the City"s best interest, all subject to legal requirements. Any application in response to this Announcement is at the applicant"s sole risk and expense. Although the City anticipates hiring one of the applicants responding to this announcement, there is no guaranty that any responding applicant will be hired.
Saratoga Springs is an Equal Opportunity Employer.
NOTES:
~ The City will provide reasonable accommodations as needed
~ Pre-employment drug testing, proof of employment eligibility, and a background check is required
Saratoga Springs is an Equal Opportunity Employer.
Note: The above statements are intended to describe the general nature and level of work being performed by Community Development Director. This job description is not intended to be an exhaustive list of duties, responsibilities, and skill required for this position.
Application Special Instructions
The City of Saratoga only accepts applications using our on-line application available at www.saratogaspringscity.com. All candidates are required to submit an online application. Please attached any supporting documentation to your online applications such as cover letter, resumes, or proof of certifications.
Please contact the Human Resources Department at 801.766.9793 X187 or 801.766.9793 X121 if you have any questions.