Records Clerk - Page, United States - City Of Page

Description

Job Description

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Department: Police Department

Pay Grade: 211

FLSA Status: Nonexempt

JOB SUMMARY

Position involves clerical responsibilities following established procedures. Individual provides information on department services, handles department reports and telephone system, collects monies for payments due the department, and serves as a clerical assistant for the public and the department.

ESSENTIAL JOB FUNCTIONS

• Serves as primary department receptionist for the public.
• Provides initial public information on department services and refers in-person and telephone inquiries to appropriate employees.
• Makes appropriate referral for community information and services.
• Operates various machines including copiers, calculators, and computers.
• Assists with filing, copying, mailing and other tasks as assigned.
• Monitors all monies received by and for the Police Department pertaining to the functions performed within the Records Department. These include but are not limited to payments for copies of police reports, bike registration fees, dog licenses, background checks, etc.
• Performs a weekly cash drawer balance procedure and, as needed, a transfer of funds to the City's Finance Department by following guidelines set forth on cash drawer procedures.
• Prepares statistical reports as needed.
• Ensures that records are accurate and maintained in accordance with police department procedures.
• Uses City vehicles daily to deliver, distribute and collect reports and department mail.
• Sorts and files various materials.
• Sends and distributes departmental mail.
• Distributes various forms and information to department employees.
• Receives, processes, and may resolve some citizen inquiries and complaints, provides information to the public about policies and procedures.
• Distributes copies of selected cases to appropriate divisions within the department, courts, attorneys, and other requesting entities.
• Scans and attaches documents related to cases along with checking for any errors.
• Processes applications for Peddler's permits, Dog Licenses, Background Checks, Bicycle Registrations, Burn Permits, Report Requests, and other requests.
• Performs proper redaction and dissemination of reports and other related documents to attorneys, law enforcement agencies, the general public, courts, and other government agencies according to established statues and department specific guidelines.
• Performs other related duties as assigned.

QUALIFICATIONS

Education and Experience:

• High School Diploma or GED; and
• One (1) year of customer service experience in a clerical field preferred.

Licenses or Certifications:

• Maintain a valid State driver's license.

Special Requirements:

• Must successfully complete a department-administered background investigation.
• Must be a minimum of 18 years of age.

Knowledge, Skills, and Abilities:

• Knowledge of computers and electronic data processing; general knowledge of modern office practices and procedures.
• Skill in excellent customer service.
• Ability to communicate effectively in person and by telephone with a wide range of people, sometimes under conflict situations.
• Ability to follow standard office environment safety requirements.
• Ability to maintain the strictest confidentiality regarding departmental documents, correspondence, and reports.
• Knowledge of and ability to apply local, State and Federal rules, policies, and procedures related to the retention and disposal of records and other related documents.

PHYSICAL DEMANDS

Must be able to meet minimum physical and medical standards as set forth by Page Police Department.

WORK ENVIRONMENT

The work required decision-making that could lead to major community or organizational consequences if this position fails to make the appropriate decision(s) at the time. Required to work indoors and outdoors in various weather conditions.

Page has the right to revise this job description at any time. This

description does not represent in any way a contract of employment.