Clerk

Clerk III

Police Department Records/Traffic Department

Class Title: Clerk III

Police Department Records/Traffic Division

Class Definition: Working under the command of the Captain of Administrative Services and directly supervised by the Lieutenant of Records, the incumbent performs and is responsible for difficult, and complex clerical and administrative work involving the exercise of independent judgment; does general clerical and administrative duties and may be required to supervise the work of others; and related work as required by the Police Department and the Records/Traffic Division. This is considered a Bargaining Unit position and is subject to the policies and procedures of the AFSCME local 447 contract.

Essential Duties and Responsibilities: Including the following, other duties may be assigned.

These duties are not intended to be all inclusive or exclusive, just illustrative of the kind of work to be performed.

• Provides a variety of police record and related information to the public and governmental agencies.
• Performs a variety of routine, clerical and administrative work such as data processing and filing
• Drafts, composes, types, and edits a variety of correspondence, reports, memoranda, and other materials requiring judgment as to content, accuracy and completeness utilizing a computer.
• Take and relay messages and responds to phone inquiries
• Responds to all correspondence and inquiries, provide relevant information as necessary, determines nature and urgency of calls
• Coordinates and maintains all log systems for the police department and runs reports
• Maintains filing systems, schedules appointments, produces permits, and receives payments for the department.
• Receives visitors, takes messages from the public and other officers, accepts and posts payments, handles and issues permits, and processes complaints
• Monitors and maintains the payroll data entry and wage workbook for the police department
• File and oversee tracking of written warnings from officers and prepare moving citations
• Process tickets and appeals for Officers into the computerized system
• Process all public record request for insurance companies and civilians
• Prepares monthly reports and maintains simple systems of accounts including preparing bills and balancing accounts
• Appropriately files daily and monthly reports for all related police incidents and court hearings
• Assures that policies and procedures are followed in all aspects of various application processes
• Works closely with outside agencies such as the county’s parole and probation departments and the court offices
• Must be able to operate a computer, tablet, phone, and office equipment
• Ability to maintain clerical records of some complexity and to prepare reports from such records
• Ability to work under stressful conditions and with frequent interruptions
• Acts as a custodian of the Division of Documents and Records

Physical Demands: 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. While performing the duties of this job, the employee is frequently required to sit; talk; or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop; kneel; or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and depth perception.

Minimum Qualifications Required: Ability to communicate effectively verbally and in writing in the English language. Must possess or be able to obtain by the time of hire, a valid PA Drivers license. May not have any felony convictions or disqualifying criminal histories within the past seven (7) years. Must possess a high school diploma or the equivalent (GED). Two years of general office, communications or records management experience is required. Proficiency in the use of a personal computer, typewriter, various printers, fax machine, and other office equipment. Must have a working knowledge of Excel and Word programs. Must be able to establish a good working relationship with supervisors, co-workers, and the citizens of the city.

The successful applicant will be subject to an extensive background check before employment.