Head Administrative Clerk

Head Administrative Clerk

Job Title:

Head Administration Clerk
Department:
Police
Union Affiliation: SEIU Local 888
Pay Class/Grade: 6

Complex clerical work in record keeping and information dissemination, performed in accordance with established office procedures. Responsible for a considerable degree of discretion in the operations of the Police Department, Central Records Bureau. Under direction from Police Chief or his designee, work is of significant responsibility in the preparation and maintenance of records, receipts, files and correspondence maintained in the official records of the Police Department.

Carries a high degree of discretion in the control dissemination of department information to appropriate recipients (e.g. insurance companies, attorneys, citizens). Will prepare and provide administrative reports upon request and administrative assistance to sworn officers regarding the preparation of reports and research of traffic hearing or court information.

Position involves direct dealing with the general public and providing information to other law enforcement agencies, courts, and public information under Massachusetts General Laws. Provide backup to essential clerical duties to other police department employees.

Supervision Received:
Police Chief or his/her designee. Supervision Exercised:
None.

• Organize the files and records of the Chelsea Police Department Record Room.
• With direction in regard to department standards, assure all records and associated material are maintained per predetermined classifications.
• With regard for rules, regulations and law as dissemination of police information, will provide department records as authorized to the courts, the public, police officers, insurance companies, lawyers and others who are authorized to receive the record requested.
• Perform a wide variety of departmental assignments related to central records, traffic records, and accreditation records and report requirements.
• Perform extensive and accurate file maintenance and file purging.
• File and maintain records and documents according to predetermined classifications, maintaining alphabetical, numerical index and cross‑reference files.
• Maintain logs and see that report requirements are met timely and, in the manner, established by approved procedures.
• Assure that all restraining orders are recorded in the system and assure the order is served; send notice of serving to appropriate Court. Maintain all related dates of action in regard to restraining orders.
• Assure timely receipt and input of data.
• Provide information and assistance to the general public seeking records. Assure response to inquiries made in person, by mail, email or phone.
• Check and tabulate statistical data. Prepare basic statistical reports.
• Perform review of data received for inconsistencies and refer to appropriate person for any needed corrective action.
• Receive payments for police reports issued and receipts for gun permits, mace permits and such related permits. Maintain records and account for all receipts.
• Maintain⒠ required forms and data and annual updates in regard to Level 2 and 3 sex offenders who live in Chelsea. Forward the required information on Level 2 and 3 offenders to the State Sex Offender Registry. The State Registryальнага would provide information on Level 1 sex offenders that is maintained by the CPD Records Bureau. Provide notice to the School Dept.
  
  of level 3 offenders in Chelsea (work or residence).
• Record false alarms and inform a designated superior officer if the number of alarms from a site warrant ticketing and fines. Maintain record of alarm violations under Police authority resulting in fines under “21D.”
• Interact with other City departments, federal and state agencies, vendors and others as necessary to accomplish goals and objectives of the Chelsea Police department in this assignment with thoroughness.
• Maintain rules, regulations, policies and procedures with strict adherence to public records laws affecting the functions of the Chelsea Police Department.
• Mentor and direct subordinate(s).

• Prepare reports as…