Police Records Clerk

City of Apache Junction•Apache Junction, AZ

1d•Onsite

About The Position

Positions assigned to this class prepare preliminary drafts of reports, revises and corrects reports, and prints copies for distribution. Performs various clerical tasks including but not limited to answering phones and data entry.

Requirements

High School diploma or GED
Six (6) months paid fulltime clerical experience
Valid driver’s license to operate a vehicle in Arizona, or meet the transportation needs of the position.
Must obtain Arizona Criminal Justice Information System Terminal Operator (ACJIS) certification within six (6) months of appointment.

Nice To Haves

Knowledge City and Department procedures, policies and guidelines
State redaction procedures
National Incident Based Reporting System (NIBRS) requirements for reporting
Legal procedures for records retention and distribution
Professional telephone and in-person etiquette
Proper grammar and punctuation
Establishing and maintaining cooperative working relationships with coworkers and other individuals in contact during the course of work
Communicating clearly and concisely
Following instructions
Operating a personal computer utilizing standard software and some specialized software including but not limited to multi-line phone system, Computer Aided Dispatch (CAD)
Functioning standard office equipment
Performing accurate data entry including proficiency using a 10-key
Assessing, prioritizing and completing multiple tasks and demands simultaneously

Responsibilities

Complete and process reports, case files, citations and various types of documents received into Records Management System (RMS); review all data entered for completeness and accuracy; add new data to RMS as it becomes available from FBI computerized criminal history (CCH) database, or a new mug shot is taken.
Organize case files received; scan and attach files into RMS; transmit various reports to the correct destination; provide CDs of photos to the public and insurance companies upon request; process and redact reports for the public.
Retrieve and distribute reports, requested records and related confidential information to outside agencies; process paperwork for City and County Prosecutors.
Staff the front desk; answer phone inquires which typically involve locating records or explaining procedures to the general public or providing information to other law enforcement agencies.
Process accident reports for Arizona Department of Transportation and Public Works; enter into electronic reporting software; monitor spreadsheets for driving under the influence (DUI) records, missing departmental reports and audit trail; process information requests for insurance companies.
Collect payments for records requests; log sales and balance cash receipts.
Support City policies, goals and objectives and work with management and other staff to ethically achieve such goals and objectives; ensure compliance with safety procedures.