Records Clerk

City of Saratoga Springs•Saratoga Springs, UT

12h•Onsite

About The Position

This position is a civilian role within the Police Department, operating with a Community-Oriented policing philosophy. The department aims to provide opportunities for growth and progression. The Records Clerk assists the public by receiving and directing them, handling calls and messages for police personnel via a multi-line phone system, and processing information and report requests. This role also involves general office typing for various documents and maintaining police records.

Requirements

Graduation from high school or equivalent
General office practices and secretarial duties
Two (2) years of experience related to the above or similar duties; or an equivalent combination of education and experience
Ability to type 50 words per minute
Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions
Maintains strict confidentiality related to sensitive administrative and legal information; develop effective working relationships with supervisors, fellow employees, and the public
Communicates effectively both verbally and in writing
Work under time pressures and work deadlines; work in an environment requiring continuous sitting
Ability to follow routine verbal or written instructions
Criminal records authorized (certification done upon hire)

Nice To Haves

Working knowledge of the Spillman reporting system is preferred

Responsibilities

Performs customer service to the general public
Receives and directs the public, handles calls and messages for police department personnel via multi-line phone system
Assists all walk-in public and handles information and report requests
Performs general office typing as needed to complete forms, memos, letters, schedules, applications and correspondence
Maintains numeric and alphabetical files; makes photocopies
Operates personal computer to enter data from case reports into a computerized record keeping system
Reads, reviews, processes and disseminates police case reports on a daily basis. Follow up process.
Audits case report files
Processes all subpoenas, GRAMA and case report requests
Processes all background checks and police clearances
Records traffic and misdemeanor citations, types vehicle impound notices, traffic accident reports and in-house incident base reports
Locates police reports and makes copies for officers, the public and attorneys
Updates stolen/recovered property for National Crime Information Center (NCIC) through the Bureau of Criminal Identification
Performs various records-tracking activities as needed to obtain driver license information, vehicle registration, criminal history, NCIC and Interstate Identification Index (III) information through the state computer system
Enters juvenile and adult arrest and citation information; identifies nature of crimes by established categories and classifications
Performs computer entry of all non-arrest and non- citation reports submitted by officers, such as thefts, malicious injuries, runaways, impounds, missing persons, harassing phone calls, accidents, etc
Assures the proper delivery of documents at various stages of the legal process
Expedites delivery as needed, including internal departmental dissemination
Prepares report and citation files for court appearances
Distributes court notices to police personnel, receives verification of notice and files appropriate records
Provides clerical support for the N.O.V.A. / RAD KIDS program by accessing state computer systems, performing background checks, logging applicant names, creating files; initiating contacts with program volunteers as needed and processing documentation as required
Assists with clerical functions of various public safety and awareness programs
Performs department payroll tracking, and maintenance of timecard documentation
Performs other related duties as assigned.