POLICE RECORDS CLERK
Pay Range 315

INTRODUCTION

This classification performs intermediate level clerical support services to assist Sheriff’s Office functions.   Assignments are in central records division, support to deputies and detectives, and district office support.  Duties are varied and are performed within established guidelines.

EXAMPLES OF PRINCIPAL DUTIES

(Any single position may not be assigned all duties listed, nor do the examples cover all duties which may be assigned.)

1. Assist the public in person and by telephone; direct calls to appropriate division; perform counter work and answer questions courteously and professionally related to division or department activities; process gun permits, OLCC applications and explosive permits.

2. Enter data into computer files either utilizing departmental or LEDS systems; specific procedural requirements are followed and accuracy is imperative, i.e.: inmate booking information, warrants, reports, stolen property, etc.  Retrieve data for specific request and/or monthly and administrative reports.  Prepare in appropriate format style.

3. Type forms, letters, departmental reports, deputy reports, statistical reports from draft, machine dictation, written or verbal dictation into appropriate format.

4. Perform filing and recordkeeping duties where several systems are utilized; conduct file and record searches; photocopy for District Attorney, attorneys, insurance companies, etc.  Expunge or seal records on order of the Court.

5. Open, process and/or distribute mail; process and distribute teletype communications.

6. After hours and weekends: supervise entry to Justice Building through Sheriffs Office entry, serve civil papers, answer other divisions telephones.

KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS

Knowledge of: Considerable knowledge of standard office practices and procedures; basic knowledge of English composition, spelling, and grammar, and general recordkeeping processes. Skill and ability to: Type rapidly and accurately; use of modern office equipment and machinery; processing information on a computer terminal.  Ability to: Establish and maintain records, reports, and statistical data; courteously meet and deal effectively with other employees and the public. Qualifications; Two years clerical experience or a satisfactory combination of experience and training that would demonstrate possession of the requirements of this classification.

SUPERVISORY CONTROLS OF THIS POSITION

Work is performed under the supervision of an administrator who assigns work orally or in writing.  The employee uses initiative in completing routine assignments and refers to the supervisor when encountering problems or difficult situations.  Work is reviewed in progress and upon completion for accuracy and conformance to departmental policy and procedure.

GUIDELINES

Work is performed using State, Federal, County and well-defined departmental rules, policies and procedures; handbooks and reference manuals. The employee uses some judgment in interpretation of guidelines.  Immediate impact of decisions on the organization is moderate as they are not the final commitment or statement from the division.

PERSONAL CONTACTS AND PURPOSE OF CONTACTS

Contacts are with coworkers, other law enforcement agencies, attorneys, and the public to give and exchange information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Regular and consistent attendance is required.  Works in an office environment; work is generally sedentary; however, some positions may require bending, kneeling, lifting up to 40 pounds, pushing, reaching and standing for long periods of time.