Police Records Clerk I

Salt River Pima-Maricopa Indian Community•Scottsdale, AZ

About The Position

Under general supervision, performs specialized clerical and customer service functions supporting the public, law enforcement, and court prosecution operations. Maintains the accuracy, integrity, accessibility, and confidentiality of police records and information while complying with tribal, state, and federal requirements related to digital privacy and public records release, and becoming familiar with justice databases. Positions may work rotating shifts, including weekends and holidays, and may include nights. This job class is FLSA non-exempt. The position receives, reviews, and digitally processes police reports and related records; maintains the department’s records database; handles authorized records requests and background checks; prepares and transmits case documents and digital evidence for prosecution; processes court disposition documents; and protects case-file privacy. The role also maintains department files, responds to internal and external customer inquiries, processes and reconciles payments, prepares financial reports, and provides fingerprinting services. Other job-related duties may be assigned. Minimum qualifications are a high school diploma or GED and one year of full-time office or clerical support experience, or completion of a post-high-school course in Office Practices, General Business, or a closely related area. Equivalent combinations of education and experience may be considered. The ideal candidate can type 35 net words per minute. Successful completion of a police department background investigation and obtaining and maintaining a Level F Terminal Operator Certification from the Department of Public Safety are required. Applicants are subject to pre-employment drug and alcohol testing and must pass a background and fingerprint check. An enrolled Community Member who closely qualifies may be considered for underfill employment under SRPMIC Policy 2-19. Preference is given in the stated order to qualified Community Member Veterans, Community Members, spouses of Community Members, qualified Native Americans, and other qualified candidates. Required documentation must be submitted by the position closing date.

Requirements

High school graduation or GED equivalent and one year of full-time office or clerical support experience, or completion of a post-high-school course in Office Practices, General Business, or a closely related area.
Successful completion of a Police Department background investigation.
Obtain and maintain a Level F Terminal Operator Certification by the Department of Public Safety.
Pass pre-employment drug and alcohol testing and a background/fingerprint check.
Knowledge of effective customer service practices, communication techniques, and professional interaction with internal and external customers.
Knowledge of recordkeeping procedures, practices, and documentation requirements.
Knowledge of business English, including spelling, grammar, and punctuation.
Knowledge of confidentiality requirements, policies, and procedures for handling and releasing police records and information.
Knowledge of authorization requirements and procedures governing access to and release of information in records systems.
Knowledge of Microsoft Office Suite, database navigation, redaction, and personal computers with related software.
Knowledge of SRPMIC Policies and Procedures and police department Operation Orders.
Ability to establish and maintain effective working relationships with law enforcement personnel, internal government personnel, agents of the court, and the public.
Ability to understand and accurately follow complex written and verbal instructions, procedures, and guidelines.
Ability to operate and effectively use standard office equipment.
Ability to respond to requests and inquiries tactfully and courteously.
Ability to manage multiple tasks with frequent interruptions.
Ability to proofread numerical and text data accurately.
Ability to communicate clearly and concisely, orally and in writing.

Nice To Haves

Ability to type 35 net words per minute (ideal candidate qualification).
An enrolled Community Member who closely qualifies for the minimum qualifications may be considered for underfill employment under SRPMIC Policy 2-19.
Equivalent combinations of education and experience that allow satisfactory performance of the job may be considered.

Responsibilities

Receive, review for accuracy, and digitally process police reports, supplements, citations, and related documents in the records management system.
Maintain an accurate and current database of criminal activities.
Determine appropriate responses to and release of police reports or sensitive records to authorized requesters.
Request and prepare case documents and transmit case files and digital evidence for prosecution using web-based or records-management systems.
Process court documents concerning case disposition and coordinate across divisions to finalize case reports appropriately.
Protect case-file privacy in alignment with audits, inspections, accreditation, and compliance reviews.
Process authorized records requests and background checks involving arrest, conviction, and traffic-violation histories.
Retrieve, review, coordinate, and disseminate subpoenas to sworn personnel.
Create and maintain department records, including police reports, computer records, and other documents, according to department procedures.
Assist internal and external customers professionally and accurately by phone, electronic communication, and in person; respond to inquiries and requests in a timely manner.
Collect and process payments and fees, maintain daily financial records, reconcile collections twice a month, and prepare periodic financial reports.
Perform fingerprinting services, verify identification, and complete and process fingerprint cards and electronic submissions in compliance with procedures and applicable requirements.
Perform other job-related duties as assigned.