RECORDS CLERK

City Of Douglasville•Douglasville, GA

About The Position

The Records Clerk logs and maintains police records used to develop investigative and statistical reports. The role performs a wide variety of typing, clerical, and general office duties in the Police Department. The Clerk enters police reports and related data into the Records Management System (RMS), maintains accurate and confidential records in compliance with CJIS requirements, and supports records processing, retention, retrieval, and authorized release. The position assists members of the public, sworn officers, and department administration with records, requests, permits, background checks, and related documentation. It also processes payments and paperwork for regulated entities and assists with managing police dash camera and body-worn camera footage in coordination with I.T. Work is typically performed in a secure office environment in a law enforcement or municipal records setting.

Requirements

High school diploma or equivalent.
Two years of experience in customer service and/or police records, or an equivalent combination of education and experience.
Valid Georgia Driver’s License.
GCIC Certification.
Knowledge of modern office practices, procedures, equipment, and computerized records systems used in a police or records environment.
Knowledge of record-keeping and statistical record-keeping techniques, including data accuracy, retention, and retrieval requirements.
Knowledge of applicable laws, codes, rules, regulations, policies, and procedures governing police records and related activities.
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary for professional written communication.
Ability to communicate effectively in oral and written form with the public, sworn personnel, and administrative staff.
Ability to use tact, patience, discretion, and professionalism when handling sensitive or confidential information.
Ability to operate computer systems and office equipment to accurately enter, retrieve, and maintain routine and confidential records.
Ability to read, interpret, apply, and explain laws, codes, policies, and procedures related to assigned duties.
Ability to follow established police practices and procedures while maintaining confidentiality and sound judgment.
Ability to establish and maintain cooperative and effective working relationships with others.

Responsibilities

Enter police reports and related data into the Records Management System (RMS), ensuring accuracy, completeness, and confidentiality in compliance with CJIS requirements.
Perform clerical duties related to processing, maintaining, and retaining police records, including responding to open records requests and conducting authorized records searches.
Assist the public in person and by telephone by receiving and processing requests and complaints, locating reports, and answering questions about records, permits, background checks, directions, and related information.
Maintain files and records; enter data into computer systems; and file case reports, citations, and supporting documentation according to established procedures.
Assist sworn officers and department administration with data retrieval, report access, and documentation requests for investigations, court proceedings, or administrative purposes.
File, retrieve, and manage records, citations, and case-related data associated with individuals or incidents, ensuring proper indexing and timely availability.
Process public background checks and assist with city-required permits, ensuring documentation is complete and accurate before release or approval.
Process paperwork for alcohol servers, pawn shop employees, tow truck drivers, and other regulated entities; take photographs, create identification cards, and enter required information into designated systems.
Accept, receive, or collect payments related to records requests, permits, and other services, and document and route collected funds properly.
Assist with the review, upload, management, and authorized release of police dash camera and body-worn camera footage in coordination with I.T. and in accordance with policy and legal requirements.
Perform other related duties as required.