Primary purpose:

The Head Clerk in the Detective Bureau performs a variety of clerical activities including data entry and retrieval, processing of check/money order transactions; permitting and licensing; records maintenance; telephone answering; and protects the confidentiality of file folders and files storage containers.

Supervision:

Supervision Received: Reports to the Detective Bureau Commander.

Supervision Given: None.

Essential Functions:

(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Clerical Support: Answers the telephone, maintains the filing system for efficient retrieval of information, enters supplements into the Police Department's records management system, prepares and maintains case investigation folders, prepares Quarterly and Annual Reports for the Detective Bureau Commander, enters daily attendance into the computer, enters overtime and earned comp time into the Payroll System, enters required data into the Microsoft Excel overtime coverage account, records and maintains the use of Special Leave, vacation days/weeks, etc., taken by Bureau members, and archives records, reports, logs and other materials as required. Completes special projects as assigned by the Detective Bureau Commander.

Bookkeeping: Maintains a record of funds received for all Detective Bureau fee-based services (fingerprinting, firearms licensing, Solicitors' Permits, Second-Hand Dealer's Licenses), completes Schedules of Payments to City Treasurer, and turns over all funds to the Chief s Office for processing on a weekly basis.

Fingerprinting: Fingerprints Newton residents for various licensing and employment requirements, including firearms applicants and applicants for the position of Newton Police Officer.

Firearms Licensing: Processes all applications for Licenses to Carry Firearms, Firearms Identification Cards, Licenses to Possess Machine Guns, and Firearms Dealer's Licenses. This requires knowledge of Massachusetts Gun Laws and a working knowledge of the Massachusetts Instant Record Check System (MIRCS). The Detective Bureau Clerk works closely with the Firearms Licensing representative in the Chief s Office and prepares all applications and background checks to aid in the suitability investigation for applicants, and approval or denial of the application. Enters and updates firearm license information into the MNI (Master Name Index) in the Police Department's records management system.

Solicitors Permits: Processes and issues permits for door-to-door-sales. This involves completing background checks, presenting the completed applications to the Chief’s Office for approval, typing up the actual permits, affixing photos, collecting permit fees, updating the current solicitors list for Dispatch and the Officer-In-Charge (OIC), and maintaining the Solicitor's file in the Detective Bureau.

Must successfully complete training and pass testing on the Criminal Justice Information System (CJIS).

Follows and adheres to all written directives including rules, regulations, policies, procedures, practices and guidelines on ethics.

Attends and participates in staff meetings and other meetings and workshops.

Performs other duties as required by the Bureau Commander.

Qualifications:

(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals to perform the essential functions. We encourage all candidates who feel they are capable of successfully performing the responsibilities as outlined in this position description, regardless of the qualifications listed below to apply.)

Education, Training and Experience : High School/GED and one to three years related experience and/or training or equivalent combination of education and experience. Knowledge of clerical practices, office procedures and the operation of office equipment, such as personal computers and computer software, data processing and/or word processing.

LANGUAGE SKILLS: Ability to read and comprehend instructions, correspondence and memos. Ability to write correspondence and memos. Ability to present information effectively, which may be controversial in nature, one- on-one, in small groups, to citizens, or employees of the city.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY: Ability to apply common sense understanding to carry out straightforward written or oral instructions. Ability to deal with problems involving clearly prescribed standardized practices.

Work Environment

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.

Physical skills and effort

(The physical demands described here represent those requirements 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 physical demands described here represent those ·requirements 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.

Performance Standard

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change, subject to collective bargaining obligations, where applicable.)

Please note that the posted salary range is not necessarily the hiring range. The starting salary typically falls within the first few steps of the posted salary range. The starting salary is influenced by relevant qualifications, and where applicable, by collective bargaining agreement.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees