Records Clerk II - Police Department

College Park, City of•College Park, GA

4d•Onsite

About The Position

A successful candidate will play an active role in the City of College Park’s existing operational success. The purpose of the position is to perform clerical work requiring the application of various work methods, procedures, policies, practices, and departmental functions related to the processing of documents and files while ensuring the rapid, accurate, and confidential processing of data. Essential Functions Independent judgment is required to identify, select, and apply the most appropriate of available guidelines and procedures, as well as interpret precedents. This position is responsible for facilitating and operating in the JustFOIA records management system and ensuring the integrity, confidentiality, and accessibility of company records. The Records Clerk II will ensure operations related to handling confidential information, processing records requests are in compliance with local, state, and federal regulations, including the State of Georgia Open Records Laws, in the Records Administration division of the Police Department. Handles and processes confidential information, including personnel paperwork and correspondence; ensures adherence to confidentiality and all local, state, and federal laws regarding records and records management. Exercise full operational rights in the JustFOIA records management system in order to carry out tasks provided by the Support Services Supervisor and Open Records Manager. Prepares and maintains files, logs, and records. Perform an overall review of the redaction process in The JustFOIA records management system for confidential records, ensuring compliance with the State of Georgia Open Records Laws, before releasing documents to the public. Provide assistance on complex redaction issues. Monitor the performance of searches in various databases in response to record requests, ensuring timely and accurate retrieval of documents. Responsible for cross-training designated staff that will act as backup on all record request processes and systems. Serve as a backup for all records request processes and systems. Redacts reports in compliance with the State of Georgia Open Records Laws Functions as a customer service representative, greets visitors, and directs visitors/callers to the appropriate person. Resolve and communicate any escalated customer service issues related to records requests. Operates a cash register to take various forms of payment for documents and services. Ensure that all transactions are recorded accurately. Assist with the counting of cash and money orders, and the preparation of financial reports for submission to the department supervisor. Assist with the proper handling of deposits, including the secure placement of funds in the safe and accurate reporting to the Support Service Supervisor. Processes payments into the cash drawer; verifies daily cash intake, assists visitors, and answers questions. Maintains current manuals, policies, procedures, bulletins, books, and other materials for staff reference and review. Locate and distribute copies of in-car and body cam videos for employee requests, DA’s investigators, and open records requests. Answer phones and look up information needed for phone requests. Enter citations when needed. Run various record checks for departments within the city and outside agencies; pull reports as needed. Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that logically relate to the position.

Requirements

Knowledge of records management practices and open records laws, especially the State of Georgia Open Records Laws.
Ability to establish and maintain an effective working relationship with co-workers, the general public, title companies, businesses, governmental agencies, attorneys, judges, and passport agency employees.
Ability to work with confidential and/or sensitive data, interpret and comply with state and federal guidelines, as well as legal advice restrictions for the Clerk & Comptroller's office.
Knowledge of basic accounting principles and practices as they relate to accounts payable, and knowledge of financial computations and procedures.
Ability to review processes and compare information to identify discrepancies and deviating circumstances.
Ability to maintain records and complex situations of a confidential nature.
Knowledge of office systems, practices, and administration.
Ability to motivate, mentor, and train through direct and indirect influence.
Ability to sit or stand for extended periods, while concentrating on repetitious or complex tasks.
Ability to work within time constraints and workload surges.
Ability to work in a fast-paced environment with frequent interruptions while maintaining speed and accuracy.
Ability to organize and prioritize tasks.
Ability to handle difficult and stressful situations with professional composure and confidentiality.
Ability to meet the public and effectively address their needs in a courteous, tactful, and professional manner.
Possess the ability to cope with customers in impromptu situations.
Must be able to analyze and evaluate procedures and work processes and to exercise appropriate judgment in establishing priorities and work methods.
Must be able to establish and maintain effective working relationships to deal effectively and courteously with others, and to work independently and in team settings.
Must be able to type or use a personal computer with word processing and related software and to enter and retrieve information with reasonable speed and accuracy.
Moderate physical activity. Requires handling objects of average weight up to fifty (50) pounds, sitting, walking, and/or standing for more than four (4) hours per day.
High school diploma or equivalent
Previous experience in a records management or clerical role, with a minimum of 2 years in a supervisory capacity; preferably in a law enforcement setting; equivalent combination of education and experience.
Experience using JustFOIA.
Comprehensive understanding of confidentiality laws and records management, including the State of Georgia Open Records Laws.
GCIC certification or the ability to obtain GCIC certification within six (6) months of employment.
Possession of a valid State of Georgia Driver’s License and maintain throughout employment with an overall good driving record.
Strong organizational and communication skills.
Experience in communicating with diverse communities and in establishing and maintaining cooperative working relationships.
Proficiency in MS Office Suite, as well as knowledge and understanding of the organizational structure, workflow, and operating procedures.
Pre-employment screening is required: criminal background check, a polygraph examination, and drug testing.

Nice To Haves

associate or bachelor's degree in business administration, records management, or a related field is a plus.

Responsibilities

Handles and processes confidential information, including personnel paperwork and correspondence; ensures adherence to confidentiality and all local, state, and federal laws regarding records and records management.
Exercise full operational rights in the JustFOIA records management system in order to carry out tasks provided by the Support Services Supervisor and Open Records Manager.
Prepares and maintains files, logs, and records.
Perform an overall review of the redaction process in The JustFOIA records management system for confidential records, ensuring compliance with the State of Georgia Open Records Laws, before releasing documents to the public.
Provide assistance on complex redaction issues.
Monitor the performance of searches in various databases in response to record requests, ensuring timely and accurate retrieval of documents.
Responsible for cross-training designated staff that will act as backup on all record request processes and systems.
Serve as a backup for all records request processes and systems.
Redacts reports in compliance with the State of Georgia Open Records Laws
Functions as a customer service representative, greets visitors, and directs visitors/callers to the appropriate person.
Resolve and communicate any escalated customer service issues related to records requests.
Operates a cash register to take various forms of payment for documents and services.
Ensure that all transactions are recorded accurately.
Assist with the counting of cash and money orders, and the preparation of financial reports for submission to the department supervisor.
Assist with the proper handling of deposits, including the secure placement of funds in the safe and accurate reporting to the Support Service Supervisor.
Processes payments into the cash drawer; verifies daily cash intake, assists visitors, and answers questions.
Maintains current manuals, policies, procedures, bulletins, books, and other materials for staff reference and review.
Locate and distribute copies of in-car and body cam videos for employee requests, DA’s investigators, and open records requests.
Answer phones and look up information needed for phone requests.
Enter citations when needed.
Run various record checks for departments within the city and outside agencies; pull reports as needed.
Performs other related duties as assigned.