Records Clerk / Police

Unified Government of Athens-Clarke County•Athens, GA

14h•Onsite

About The Position

The purpose of this job is to perform administrative/clerical functions in support of Records Management and other department members and to perform various data management functions related to police records management. Duties and responsibilities include, but are not limited to: reviewing preliminary documents for completeness of information; following up on missing or inaccurate information; entering data into computer system; manipulating data into report formats; retrieving data upon request; generating various reports; reporting inaccuracy/deficiency trends to management for purposes of quality improvement; preparing, reviewing, disseminating and/or filing routine correspondence and reports; running criminal record checks; entering traffic citations; answering the telephone and relaying messages; and performing additional tasks as assigned.

Requirements

High school diploma or equivalent with two years of general office experience involving records management and administration experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
May be required to obtain the GCIC Inquiry Level Operator Certification within the first 90 days of employment depending on assignment.
Must possess a valid driver's license.
Must possess or have the ability to acquire Notary Public status.
Knowledge of the policies, procedures, and activities of the Police Department as they pertain to the performance of duties relating to the position of Records Technician.
Knowledge of the terminology used within the department.
Knowledge and ability to operate various office equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, facsimile machine, shredder, cash register, telephone, and switchboard.
Knowledge of applicable federal/state statutes, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties.
Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
Ability to communicate effectively with supervisors and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to handle required mathematical calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan, organize and/or prioritize daily assignments and work activities.
Ability to comprehend and apply the regulations and procedures of the department.
Ability to plan/organize work, maintain records and write reports, file management and basic bookkeeping, data entry, dealing with the public, and oral and written communications.
Ability to operate a computer and software programs relevant to the position.
walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions.
Must be able to exert up to 10 pounds of force occasionally.
Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving/receiving assignments and/or directions to/from co-workers, assistants or supervisors.
Requires the ability to read a variety of informational documentation, directions, instructions, methods and procedures.
Requires the ability to prepare correspondence, reports, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
Requires the ability to speak to people with poise, voice control, and confidence.
Requires the ability to learn and understand relatively complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.
Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including law enforcement, radio codes, and computer terminology.
Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; calculate percentages.
Requires the ability to inspect items for proper length, width, and shape, visually with a variety of machinery and equipment including a computer, printer, optical imaging equipment, typewriter, calculator, copier, facsimile machine, shredder, cash register, telephone, and switchboard.
Requires the ability to coordinate hands, fingers, and eyes accurately in using office/computer equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
Requires the ability to handle a variety of items such as automated office equipment, clerical supplies, and computer supplies. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
May require the ability to differentiate between colors and shades of color.
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.
Must be able to communicate via telephone.

Nice To Haves

A Vocational/Technical degree in Secretarial Sciences or related discipline preferred.

Responsibilities

Enters data from police reports into Records Management computer system using UCR and computer coding; updates files as supplementary information becomes available from uniform traffic citations, accident reports, fingerprint cards, and incident reports.
Tracks, verifies, and corrects the accuracy/completeness of various police reports and other confidential police information; reports inaccuracies and deficiencies; performs follow-up as needed to ensure that Police Officers rectify documents.
Processes all incoming incident/accident, supplemental reports and citations.
Compiles statistical data for various reports, including Uniform Crime Reports; provides motor vehicle accident data and traffic citation data to the Department of Highway Safety.
Verifies and updates criminal history information and fingerprint cards according to the policies and procedures of Georgia Crime Information Center or the National Crime Information Center.
Retrieves information from Records Management computer system for official use by members of the Police Department.
Verifies and retrieves reports from computer document imaging system.
Compiles, copies and disseminates reports for District Attorney's Office, Solicitor, Adult Probation and other probation officers, legal aid office, defense attorneys, police officials, insurance agencies, and members of the public.
Maintains a log of all reports issued to authorized parties other than Records Management personnel.
Acts as liaison between records systems, departmental personnel, and other law enforcement agencies.
Provides various forms and logs (e.g., Special Event Registration Forms, Solicitation Request Forms, Appeal Forms, Pest Permits, Citizen Complaint Forms, Evidence Room Admission Logs, Crime Lab Logs, Evidence Property Case Lists, Photo Logs, Destruction Logs); forwards requests to proper authorizing official for action.
Runs criminal record checks.
Serves as a Notary Public for the division; notarizes documents.
Receives, opens and distributes incoming mail and interdepartmental mail; prepares outgoing mail.
Copies and distributes correspondence, memoranda, reports and other related materials.
Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
When assigned to Open Records: Receives and processes all open records requests, researches Georgia Code to identify documents appropriate for release and makes appropriate redactions, and responds in writing to all open records requests.
Logs open records requests and maintains files, both electronic and hard copies, according to the ACCPD retention schedule.
Determines cost of items provided and collects monies from citizens for requested items.
Updates and develops forms for use with open records.
Produces internal open records reports and statistics as requested.
Receives, validates, and responds to requests in a timely manner and meets appropriate deadlines.