Records Clerk

JOB SUMMARY

The Records Clerk logs and maintains police records for development of investigative and statistical reports. Work includes a wide variety of typing, clerical, and general office duties in the Police Department.

ESSENTIAL JOB FUNCTIONS

• Enters police reports and related data into the Records Management System (RMS) and ensures the accuracy, completeness, and confidentiality of police records in compliance with CJIS requirements.
• Performs a wide variety of general clerical duties related to the processing, maintenance, and retention of police records, including responding to open records requests and conducting authorized records searches.
• Assists the public in person and by telephone by receiving and processing requests and complaints; locates reports for customers; answers questions regarding records, permits, background checks, directions, and other related information.
• Maintains a variety of files and records; enters data into computer systems and files case reports, citations, and supports documentation in accordance with established procedures.
• Assists sworn officers and department administration with data retrieval, report access, and documentation requests as required for investigations, court proceedings, or administrative purposes.
• Files, retrieves, and manages records, citations, and case-related data associated with individuals or incidents, ensuring proper indexing and timely availability.
• Processes background checks for the public and assists with city-required permits, ensuring documentation is complete and accurate prior to release or approval.
• Processes paperwork for alcohol servers, pawn shop employees, tow truck drivers, and other regulated entities; takes photographs, creates identification cards, and inputs required information into designated systems.
• Financial Responsibilities: Accepts, receives, and/or collects payments related to records requests, permits, and other services, and ensures proper documentation and routing of collected funds.
• Assists with the review, upload, management, and authorized release of police dash camera and body-worn camera footage in coordination with I.T. and in accordance with policy and legal requirements.
• Performs other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

High School diploma or equivalent; two (2) years of experience in customer service and/or police records; or an equivalent combination of education and experience.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS

Requires a Valid Georgia Driver’s License and GCIC Certification.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, procedures, equipment, and computerized records systems used in a police or records environment;
• Knowledge of record-keeping and statistical record-keeping techniques, including data accuracy, retention, and retrieval requirements;
• Knowledge of applicable laws, codes, rules, regulations, policies, and procedures governing police records and related activities;
• Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary for professional written communication;
• Skill to communicate effectively in oral and written form with the public, sworn personnel, and administrative staff;
• Skill to use tact, patience, discretion, and professionalism when handling sensitive or confidential information;
• Ability to operate computer systems and office equipment to accurately enter, retrieve, and maintain routine and confidential records;
• Ability to read, interpret, apply, and explain laws, codes, policies, and procedures related to assigned duties;
• Ability to follow established police practices and procedures while maintaining confidentiality and sound judgment;
• Ability to establish and maintain cooperative and effective working relationships with others.

PHYSICAL DEMANDS

The work requires sedentary activity and involves frequent use of hands and fingers for data entry, filing, and document handling; visual acuity; hearing and speaking to communicate with the public and staff; mental acuity to process detailed and confidential information; repetitive motion; and occasional walking and reaching.

WORK ENVIRONMENT

The work is typically performed in a relatively safe, secure, and stable office environment within a law enforcement or municipal records setting, with regular interaction with the public and staff and routine exposure to confidential and sensitive information.