Police Records Clerk

Position Scope
GENERAL PURPOSE: Under general supervision, processes police reports and other information and documents; enters and retrieves data in Department records systems; provides information within scope of authority.

Primary Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Performs basic clerical and administrative duties in accordance with Police Department procedures and City policy, including data entry, record keeping, preparing and processing various documents, and maintaining files.
• Provides information and assistance to visitors and others having business with the Department; responds to requests for information within the scope of authority; assists customers with applications, government forms and other documents.
• Prepares and processes reports, documents and forms; reviews documents and data for compliance and accuracy.
• Maintains and updates departmental files and records; prepares documents for filing.
• Scans new documents as well as converts legacy paper documents to electronic format.
• Processes reports submitted electronically by citizens and assists citizens with that process.
• Answers incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate.
• May be tasked with extracting data from crime and incident databases and preparing reports
• Performs other duties as assigned or required.

Minimum Qualifications & Position Requirements

Education and Experience:
High School diploma or GED equivalent, and one (1) year of clerical and computer experience. OR an equivalent combination of education and experience in providing the requisite skills, knowledge and experience to perform duties of the position.

NECESSARY SKILLS, KNOWLEDGE AND ABILITIES:
Knowledge of:

• City policies and procedures.
• Basic functions, procedures, and policies of the Police Department.
• Basic laws and regulations governing the release of information from law enforcement agency records.
• Basic principles of record keeping and records management.
• Principles of confidential records.

Skill in:

• Public relations and customer service.
• Operating a personal computer utilizing a variety of business software.
• Following and effectively communicating verbal and written instructions.
• Record keeping, data entry and filing techniques.

Ability to:

• Read and comprehend various reports, letters of request, disposition forms, juvenile referrals, citations, and general correspondence.
• Read and comprehend various reports, letters of request, disposition forms, juvenile referrals, citations, and general correspondence.
• Effectively communicate with the agency and city personnel and the public
• Apply proper telephone etiquette and computer usage of word processing, spreadsheet, database or other system software.
• Perform addition, subtraction, multiplication, and division; and ability to interpret graphs and data.
• Maintain confidentiality of information.
• Establish and maintain positive, effective working relationships with those contacted in the performance of work.

Additional Information

Special Requirements: Must obtain Department of Public Safety Terminal Operator Certificate and become a Notary Public in Arizona within six months of employment.

Physical Demands / Work Environment: Standard office environment

Position Reports To: Police Records Supervisor

Supervision Exercised: None

FLSA Status: Non-exempt
Work Schedule: 8 a.m. - 6 p.m.; may vary based on department's needs.

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.
Closing Date/Time: 9/12/2023 6:00 PM Mountain