Records Clerk

City of Elkhart • Elkhart, IN

6d • Onsite

About The Position

Under the direct supervisor of the Records Manager, the employee in this position is responsible for dealing with the public on a daily basis. This role involves a variety of tasks related to managing and processing records for the Police Department, including handling parking tickets, accident reports, traffic citations, and case reports. The position requires meticulous data entry, file maintenance, and adherence to follow-up procedures for various case types, including juvenile referrals and vehicle impounds. The Records Clerk also provides services to the general public for gun permit applications and registrations, and is required to learn fingerprinting techniques and take photos for identification. Additionally, the role involves scanning records for preservation, shredding approved documents, and reviewing online reports. The ability to maintain confidentiality, establish effective interpersonal relationships, and handle inquiries tactfully is essential.

Requirements

• Graduation from an accredited high school or equivalent.
• Data processing skills on windows based programs.
• Must know how to operate Microsoft Word and Excel.
• Ability to type at least 50 wpm with speed and accuracy.
• Good oral and written communication skills.
• Ability to operate all applicable office equipment, i.e. copier, fax machine, document scanner.
• Knowledge of confidential information management.
• Ability to relate effectively with the public.
• Ability to learn all division operations.
• Ability to use Adobe Pro.
• Logical problem solving.
• Ability to read, write, interpret and verbally give or demonstrate work instructions.
• Incumbent is walking, bending, standing, stooping and crouching daily.
• Clarity of vision with or without correction.

Nice To Haves

• The ability to maintain and handle files that are sensitive in nature and protect the confidentiality of its contents.
• The ability to establish and maintain effective interpersonal relationships with fellow employees, supervisors, and other divisions of the department.
• The ability to accurately complete assignments in a timely manner.
• The ability to be courteous, tactful, and diplomatic when dealing with the general public.

Responsibilities

• Receive and record the transactions of all parking tickets, accident reports, traffic citations and case reports.
• Assemble cases for daily submission to the court system.
• Daily preparation and data entry of new cases into the system.
• Perform necessary follow-up procedures, including file maintenance, case closings, recoveries, stolen property updates, reporting thefts and runaways to radio, and filing.
• Data entry and file maintenance and distribution of warrants, with all necessary follow-up.
• Daily record review of all reports completed by officers.
• Data entry and file maintenance of juvenile referrals and preparation for submission to probation, prosecutor, and/or welfare, including monthly updates of juvenile and over 18 files.
• Data entry and file maintenance for vehicle impounds and prepare fingerprint cards for future identification needs.
• Data entry and file maintenance for gun permits and registrations.
• Provide services to the general public for gun permit applications and registrations and the follow-up thereon.
• Learn fingerprinting technique and take photos for I.D.
• Scan records and cases for preservation to microfilm.
• Shred records and cases that have been preserved and approved to be destroyed.
• Review and approve Online Reports.
• Handle all phone inquiries and record desk inquiries.

Benefits

• Post offer, pre-employment drug screen is required.
• Random drug testing may be conducted after employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED