Police Records Clerk

Department:
Police

Reports To:

Police Lieutenant

FLSA Classification:
Non-Exempt

GENERAL

PURPOSE:

Under general direction, performs a variety of routine and moderately difficult clerical, secretarial, and administrative work in support of law enforcement activities and operations.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties are not intended to serve as a comprehensive list of all duties performed by the individual in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties as assigned.

• Assists the public by phone, in person, or by mail in obtaining incident and accident reports; and/or directs them to the right department for assistance.

• Processes incident reports; prints, files, and scans information such as accident diagrams and prosecution statements into reports.

• Assists the general public in initiating the process for filing out a police report.

• Prepares local background checks for local, state, and federal agencies for employment purposes and for persons applying for adoption.

• Performs records management and maintenance on a regular basis; shreds and destroys records no longer needed.

• Assists the public in obtaining liquor cards, fingerprints, and local background checks.

• Performs miscellaneous office duties such as notarizations, shredding, emailing reports to agencies; and distributes mail and other packages throughout the building.

• Conducts vin number checks; processes DWI paperwork to file; forwards to DOR and prepares for court; processes the fingerprint cards before and after court has been held; forwards disposition of charges to the Missouri Highway Patrol.

• Supports the relationship between the City of Belton and the constituent population by providing excellent customer service; promotes the City goals and priorities in compliance with all policies and procedures; maintains absolute confidentiality of work-related issues, client records and City information; and performs related duties as required or assigned.

• Ensures that job duties are completed in strict adherence to established safe work practices.

MINIMUM QUALIFICATIONS:

Required knowledge, skills, and abilities:

• Filing and maintaining documents alphabetically, numerically, and chronologically.

• Interpreting and administering policies and procedures sufficient to administer, discuss and explain them.

• Utilizing personal computer software programs and other relevant software affecting assigned work and in compiling and preparing spreadsheets.

• Establishing and maintaining effective working relationships with staff, management, vendors, outside agencies, community groups and the general public.

• Responding to inquiries and in effective oral and written communication.

• Maintaining confidentiality and communicating with tact and diplomacy

• Law enforcement principles, procedures, techniques, and equipment required.

• Report preparation and record keeping.

• Federal, state, and local laws affecting area of assignment.

• English usage, spelling, grammar, and punctuation.

• Principles of business letter writing.

Education and Experience:

• High School Diploma/GED

• One year of general office, communications, or records management experience; OR an equivalent combination of education, training, and experience.

• Possession of a valid Driver's License.

• May require obtaining a Notary license within three months of hire.

Physical Requirements:

• Work is performed mainly in a standard office environment; occasionally lifts or carries file boxes weighing up to 25 pounds.