Records Clerk Police Department

Village of Ruidoso•Ruidoso, NM

4d•Hybrid

About The Position

This position entails specific tasks that are technical in nature and require the ability to work with others to accomplish department goals and objectives. Performs specialized clerical and public contact functions in the maintenance, compilation and dissemination of complex police records for the Ruidoso Police Department. Maintains paper and web-based police records. This position is responsible for providing the public, District Attorney’s Office and other agencies, as needed, copies of reports. Regular work hours are Monday – Friday 8 am to 5 pm, however extended hours may be required, including some weekend work. Must be able to adapt to flexible work schedule as established by supervisor. This position is under the general supervision of the Administrative Lieutenant or the Deputy Police Chief/Police Chief. Non-exempt FLSA. Job Title Summary Directs visitors and callers to appropriate staff. May assist the Village Clerk with receiving / completing IPRA (Inspection of Public Records Act) requests. I. Maintains files and records, makes copies, occasionally assists with fingerprinting, files and reports information to the state. Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Confidential Employee Language Union Status: Union Excluded. This position is excluded from the bargaining unit due to the confidential, managerial, administrative, or supervisory nature of its duties and is not covered by a collective bargaining agreement.

Requirements

High School Diploma or GED required.
One year’s general clerical experience or customer service experience required.
Must demonstrate accurate typing and word processing skills.
Must be eighteen (18) years of age
Must wear appropriate clothing as required in Ruidoso Police Departments Policy Manual.
Must pass a criminal background check.
Must possess and maintain valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required.
Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law.
Must be able to pass criminal history checks, credit check and be willing to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
No use in the last five (5) years of any illegal drug that would amount to a felony crime if found in possession.
Any sale, manufacture, or distribution of any controlled substance as an adult (>17) will be a lifetime disqualifier.
Have no felony convictions.
Have no misdemeanor convictions within the last three (3) years preceding their initial date of application.
Crimes of perjury, filing a false report, impersonating an officer, or domestic violence will be permanent disqualifiers.
Is of good moral character,
Shall not falsify or omit any information from the application.
Knowledge of: RPD policies and procedures; business English, spelling, arithmetic, punctuation and grammar; principles of record keeping and records management; techniques for dealing with the public, in person and over the telephone; laws and regulations governing the release of information from law enforcement agency records; Uniform Crime Reporting Program procedures; Village computer applications involving word processing, data entry and standard report generation; Village policies and procedures.
Skills in: Active Listening; Multi-tasking, prioritizing and organizing work; effective communication; problem solving; Customer Service; Maintaining accurate records; entering information into the Police Department's computer system with speed and accuracy.
Ability to: Process and retrieve information on automated records system; maintain the confidentiality and security of records and information; follow verbal and written instructions; search police files/records in response to officer's inquiries and public inquires; scan documents; remain calm and think clearly and quickly in emotional and emergency situations; and establish and maintain effective working relationships with coworkers, supervisory personnel, sworn officers, the general public and other law enforcement agency personnel.
Drive, occasionally long distances.
Work in stressful environment and deal effectively with stress.
Perform duties and adapt to flexible work schedules as established by management.

Nice To Haves

Additional technical certifications and training may be required.

Responsibilities

Assists public and officers either on the phone or over the counter by providing information and assistance regarding requests for information for accident reports, fingerprinting and notary services, background checks and copies of reports, vehicle releases and related data; gathers information needed to respond to inquiries provides information specific questions which requires distinguishing between, and consideration of, sensitive/protected/confidential and public information and may require understanding or interpretation/explanation of legal documents and status; refers matters requiring legal interpretation to supervisor for resolution; may direct the public to appropriate agency to pay for ticket, file report or restraining orders, etc.
Collects fees, issues receipts, balances and reconciles fees collected at end of each day; compiles numerical counts and routine statistical data to provide input to work production reports or official statistical reports.
Performs basic clerical and administrative duties in accordance with RPD procedures and Village policy, including data entry, record keeping, preparing and processing various documents, pulling and maintaining files; receives, verifies, categorizes and enters data into the computer tracking systems; prepares and processes reports; reviews documents and data for compliance and accuracy; maintains and updates departmental files and records; prepares documents for filing.
Updates Uniform Crime Reporting Program database; performs queries of information on computerized criminal justice systems for background checks, rap sheets, etc.; compares information and verifies correctness of information.
Enters police reports, supplemental reports, affidavits for arrests and search warrants, criminal complaints and statements
Must be able to use and have clear understanding of the fingerprint system equipment
Submits all fingerprints to Department of Public Safety and FBI.
Pulls in-car and body camera videos for discovery and redacts sensitive information.
the video library and lapel cameras to export video/audio recordings.
Needs to be Able to use Audio Multi Channel Player to export radio traffic and 911 calls.
Enter and retrieve information from the accident reporting system, and Records Management System (RMS)documenting system for reports throughout the year and must maintain IR 8000 logbook and data.
Converts records from paper to electronic and maintains both old paper files and new electronic files and logs all information when applicable.
Maintains police reports, files and records, makes copies, sends faxes, distributes mail, and makes appointments.
Run errands when necessary.
Reviews and recommends files that are past retention periods for destruction.
Work performed needs to meet deadlines and be thorough and complete.
Public relations; must be able to establish and maintain professionalism and give excellent customer service when working with citizens, public officials, outside agencies and businesses.
Responsible for maintaining a tidy and presentable records work area.
Must be able to establish and maintain good ethical and respectful relationships with fellow co-workers.
Maintain confidentiality of case sensitive information.
May assist Administrative Assistant with tasks assigned.
Assists the Dispatch Supervisor with E911 assignments and addressing as requested.
Must maintain a high level of computer abilities and keep up with changing technology.
Completes personal timesheet accurately and timely.
Ensures time is reported based on actual time worked.
Adheres to all Village of Ruidoso’s policies not limited to IT, Purchasing, and Personnel Manual.
Ensure that any on-the-job injury is reported immediately and followed up with appropriate forms.
Reports any suspected fraud, waste, and/or abuse to the Police Chief, Deputy Chief, or Administrative Lieutenant.
Ensure any reports of harassment are immediately reported.
Attend meetings, training, and workshops as needed.
Ability to work in a team environment as well as independently with good time office skills and flexibility.
Ability to handle and prioritize a variety of assignments and meet deadlines.
Collaborate with supervisors and officers for operational improvements.