JOB POSTING IS EXPIRED
Records Clerk (Police)

Job Overview

Position Summary

GENERAL SUMMARY:  Under supervision, file law enforcement correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used; locate and remove material from file when requested; perform complex clerical and statistical duties related to the receipt, filing, verification, retrieval and maintenance of law enforcement records; conduct criminal background checks; and perform other duties as assigned. The ideal candidate possesses the ability to follow a management style that is input oriented and values equity, problem solving and the development of partnerships; the ability to be a team player; and the desire to be part of an organization that values service, people, integrity, responsibility, innovation and team work.

DISTINGUISHING OF THE CLASS: Work in this class involves performing a variety of complex clerical duties related to the receipt, filing, verification, retrieval and maintenance of law enforcement records; includes entering data into a computer, responding to public information requests, filing and maintaining law enforcement records; and conducting criminal background checks. Employees in this class are required to exercise independent judgment. Work is reviewed by a supervisor through conferences and results achieved.

Job Duties

• Read materials to determine needed actions.
• Enter law enforcement records, reports and information into computer databases or software programs.
• Update information in local, state and federal computer databases.
• Assist those obtaining law enforcement-related information complying with departmental regulations and policies.
• Operate office equipment.
• Sort mail.
• Type documents.
• Conduct criminal background checks.
• Compile and present statistical data or documentation.
• Verify accuracy of financial or transactional data.
• Provide information to coworkers.
• Maintain law enforcement and inventory records.
• Scan or file documents or records.
• Search files, databases or reference materials to obtain needed information.
• Track goods or materials.
• Store items, records or related materials.
• Attach identification information to products, items or containers.
• Develop data analysis or data management procedures.
• Prepare forms and reports.
• Send reports to the Iowa Department of Public Safety.
• Explain policies and procedures.
• Respond to questions and service requests.
• Participate in the city’s intercultural competency training and program.

KNOWLEDGE, SKILLS AND ABILITIES:

• Clerical - Knowledge of modern administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Computers and Electronics - Knowledge of SQL database concepts and structures, document imaging software, circuit boards, processors, electronic equipment, and computer hardware and software, including applications and programming.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services and maintaining strict confidentiality which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Information Ordering - Ordering or arranging things.
• Category Flexibility - Grouping things in different ways.
• Written Comprehension and Expression - Reading and understanding what is written; and communicating in writing.
• Oral Comprehension and Expression - Listening and understanding what people say; and communicating by speaking.
• Perceptual Speed - Quickly comparing groups of letters, numbers, pictures, or other things.

Qualifications

MINIMUM QUALIFICATIONS: 

• High school diploma or its equivalent.
• Administrative experience in an office environment.

PREFERRED QUALIFICATIONS:

• Experience in records management in a confidential environment.
• Education in a relevant field may be substituted for the required experience.
• Experience working with a diverse workforce and population.
• Advanced course work in administrative and business practices, office management, records management, computer information systems or related field.

Supplemental Information

SUPERVISORY STATUS:  None

FLSA STATUS: Non-exempt

RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of their place of employment as soon as practicable after appointment, but within two years of appointment.