Police Records Clerk

City of Hopkinsville•Hopkinsville, KY

4d•Onsite

About The Position

This is a clerical position responsible for receiving, understanding, transcribing and performing data entry on written police reports, citations or other official reports from police officers. Filing and other general duties as workload permits. Typing/keyboard data entry of police report information into the Hopkinsville Police Department’s Records Management System. Perform direct and indirect customer service to provide information concerning case reports. Direct contact, telephone contact, fax machine and mail contact with the public is performed. Prepare materials for open records requests including paper and digital records. Directions to the proper section within the department, other agencies or other areas of the city are conveyed to citizens on a regular basis. Data entry must be performed with accuracy, completeness and timeliness. Must comprehend and access the computer application menus, commands and systems involved in this process. Perform minor operational maintenance such as changing paper and ribbons. Research cases, make copies of reports for police officers and the public. Assists in preparing Crime Data reports. Must have high school diploma or GED and minimum of one (1) year of experience in the clerical field or equivalent. Schedule Monday – Friday 8:00am – 4:30pm. Excellent benefits include health, dental, vision, & life insurance. 12 paid vacation days, 12 paid sick days, and 11 paid holidays per year are offered. Federal Student Loan Forgiveness Program available for eligible employees. Description of Duties Enter highly confidential police and crime information using highly technical computer software. Perform as a general office receptionist, answer multi-line telephone system, field simple questions and minor complaints from the general public and direct them to the proper authority. Greet visitors in a professional, friendly, hospitable manner and direct them to the proper office after notifying the visited party. Ensure safety of administrative staff is maintained by observing the common area for suspicious activity or packages and notifying a supervisory staff member immediately. Prepare materials for open records requests including paper and digital records. Provide maps or other information to visitors. Retrieve mail from post office and give to the Secretary of the Chief. Speak clearly and establish the general needs of anyone needing assistance from a City department and ensure the individual is directed to that department. Establish and maintain effective working relationships with other employees, City officials, and the general public. Maintain daily police reports by data entry and filing. Maintain mugshots in the computer. Input pawn shop reports in the computer. Must be diplomatic and courteous when dealing with employees, supervisors, contractors or the general public. Ability to carry out oral and written instructions with limited supervision. Accomplish other related duties as assigned by supervisors.

Requirements

High school diploma or GED
Minimum of one (1) year of experience in the clerical field or equivalent.
Ability to work with others.
Ability to perform a high volume of computer entries for an extended period of time each day.
Ability to file, answer telephones, carry-out oral and written instructions and communicate clearly in person, on the telephone or in written form.
Ability to research and compile information.
Ability to prepare and maintain a variety of reports.
Ability to meet multiple deadlines.
Ability to handle sensitive and confidential information.
Ability to use standard communication equipment in a courteous and professional manner.
Working knowledge of business English, spelling and arithmetic.
Use of a calculator to make mathematical calculations to verify accuracy.
Sitting for extended periods of time and use of computer keyboards is required.
Must be able to use hands and fingers.

Nice To Haves

Federal Student Loan Forgiveness Program available for eligible employees.

Responsibilities

Receiving, understanding, transcribing and performing data entry on written police reports, citations or other official reports from police officers.
Filing and other general duties as workload permits.
Typing/keyboard data entry of police report information into the Hopkinsville Police Department’s Records Management System.
Perform direct and indirect customer service to provide information concerning case reports.
Direct contact, telephone contact, fax machine and mail contact with the public.
Prepare materials for open records requests including paper and digital records.
Convey directions to the proper section within the department, other agencies or other areas of the city to citizens.
Perform minor operational maintenance such as changing paper and ribbons.
Research cases, make copies of reports for police officers and the public.
Assists in preparing Crime Data reports.
Enter highly confidential police and crime information using highly technical computer software.
Perform as a general office receptionist, answer multi-line telephone system, field simple questions and minor complaints from the general public and direct them to the proper authority.
Greet visitors in a professional, friendly, hospitable manner and direct them to the proper office after notifying the visited party.
Ensure safety of administrative staff is maintained by observing the common area for suspicious activity or packages and notifying a supervisory staff member immediately.
Provide maps or other information to visitors.
Retrieve mail from post office and give to the Secretary of the Chief.
Speak clearly and establish the general needs of anyone needing assistance from a City department and ensure the individual is directed to that department.
Establish and maintain effective working relationships with other employees, City officials, and the general public.
Maintain daily police reports by data entry and filing.
Maintain mugshots in the computer.
Input pawn shop reports in the computer.
Carry out oral and written instructions with limited supervision.
Accomplish other related duties as assigned by supervisors.