Position Purpose

Under general supervision of the Administrative Records Supervisor, maintains police department records and evidence, including storage, retention, and disposition as well as computer system administration. The Records Clerk also provides clerical and administrative duties for the department.

Essential Functions and Basic Duties

• Responsible for the maintenance of records with regard to their utilization, preservation, and disposition in compliance with federal, state, and local laws and/or regulations.

• Maintains and controls sensitive criminal records within specific guidelines to ensure confidentiality and legality of procedures.

• Accurately enters data, documents, and reports into databases, such as investigative, accident, property, arrest and suspect reports.

• Gathers and compiles data for preparation of periodic and special reports for officers, other departments and agencies, and outside entities as required.

• Responds appropriately to citizen inquiries and requests for copies of investigative and accident reports.

• Assists departmental personnel, outside agencies, and the general public in obtaining police related information and/or records.

• In the absence of the Administrative Records Supervisor acts as custodian of records and ensures the department complies with subpoenas and court orders, receives, approves, and maintains all court ordered records and coordinates such activities with the Commonwealth and County Attorney's Offices, Court Clerk, private attorneys, insurance companies and petitioners.

• Opens, processes, and distributes departmental mail, signs delivery slips for vending machine merchandise and other packages.

• Conducts computer research, including preparing reports on calls for service for specific incidents and crimes as requested by members of the department.

• Responds to inquiries on records maintenance issues.

• Attends training to stay current with departmental operations and to improve job performance.

• Provides clerical support such as typing, filing, copying and faxing; keeps all reports available and accessible for Crime Prevention and Investigative Units; assists officers with locating documents.

• Answers the telephone; provides information, takes and relays messages and directs calls to appropriate personnel; substitutes for co-workers in their absence.

• Ensures that appropriate departmental forms are developed, kept up to date, and maintained in reasonable supply.

• Protects confidential information by preventing its unauthorized release through verbal, written and electronic means.

• Performs related work as required.

Qualifications

Training and Experience

• Graduation from an accredited high school or possession of an equivalent GED certificate.
• Equivalent to graduation of two years of college level course work related to the area of assignment.
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

Special Requirements

• Possession of a valid driver's license.
• Ability to be bonded.
• Ability to successfully complete background, polygraph, suitability, and drug screenings.

Special Knowledge, Skills, and Abilities

• Knowledge of federal, state, and local laws, regulations, and procedures pertaining to records. management and retention requirements, principles, systems, equipment, and supplies.
• Knowledge of police department procedures, policies and terminology and law enforcement operations.
• Ability to read, interpret and apply complex material.
• Ability to type at speeds necessary for successful job performance.
• Ability to communicate effectively, both orally and in writing, including composing effective correspondence using correct spelling and grammar.
• Ability to work independently on assigned projects involving research and data collections.

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An Equal Opportunity Employer

We do not discriminate on-the-basis of race, color, religion, national origin, sex, pregnancy, childbirth, pregnancy/childbirth related medical conditions age, or disability or any other protected class. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors. If you need an accommodation to complete the application process, contact City of Glasgow at 270-651-5131.