Records Clerk - Full-time

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Records Clerk

Department: Police Department

Salary: $29,744 - $34,611

Job Summary

Under direct supervision, performs all duties necessary for the successful operation of the Police Department Records Division.  This employee must be able to work any shift, holidays, and/or weekends as required for scheduling by supervision.  Must be able to work alone as necessary. This position receives general supervision from a higher-level supervisory and management staff.

Essential responsibilities and duties:

Typical Duties - Duties may include, but are not limited to, the following:

• Type and proofread a variety of documents including general correspondence, reports, and memorandums from rough draft or verbal instruction.

• Perform a wide variety of routine clerical work, including filing and documenting information on records.

• Answer telephone and wait on the general public, providing general information on departmental and city policies and procedures as required, refer calls to appropriate department personnel.

• Assist patrons, phoning, inputting data, and checking materials in and out.

• Operate computer, photocopier, microfilm readers and other equipment as necessary.

• Type 45 wpm.

• Deal with a high volume of work in a short period of time.

• Issue permits

Required Knowledge of:

• Proficiently operate and maintain all Records equipment including typewriters, cash registers, copier machine, multi-line-telephone, safes, reader-printer, calculator, and open shelf files

• Maintenance includes adding paper and toner to applicable equipment, unjamming equipment, and related maintenance as required.

• Operate and maintain open shelf file cabinets. Retrieve and file, in alphabetical and numerical order, paperwork in open shelf cabinet to a height of seven feet.

• Accurately, read, type, process, document, file, and distribute information from various reports to various locations.  Sort, file, copy and distribute crime reports, citations, petitions, and other materials to appropriate personnel; review the quality of all reports on the computer system.

• Assist with the release of public records on departmental activities.

• Prepare and distribute various reports and materials including probable cause affidavits, case reports, warrants, and alarm permits.

• Read, code, and enter police reports into the computer system by Uniform Crime Reporting and Texas Penal Code Laws and standards, sitting for extended periods of time.  Proficient in performing data entry, stressing accuracy and speed.  Enters into the computer; offense reports, accident reports, and other data as needed.

• Simultaneously, input, retrieve, and maintain the information, reading from ledger books, computer screen and printouts, and operating one keyboard.  Perform a variety of tasks, often changing quickly from one task to another without the loss of efficiency and composure.  Competently perform under stress when confronted with high priority situations and distractions.

• Process, copy and distribute warrants for arrests and cases for filing with the District Attorney’s office.

• Assist the public and departmental personnel with requests by telephone, in written communication, and in-person at a service window four feet high.

• Communicate effectively, courteously, and clearly in English, verbally, and in writing.

• Accurately count money, make correct changes and maintain cash box for fees collected by mail and in person.  May receive and issue receipts for payments and permits.

• Comprehend and perform the dissemination and retention of criminal records in compliance with State and Federal Laws, Departmental policies, and procedures

• Provide information for other law enforcement agencies including the Federal Bureau of Investigation and the Internal Revenue Service

• Prepare confidential statements taken from individuals under arrest, witnesses to/or victims of crime.

• Attends/testifies in all criminal and civil courts when summoned, attends training schools/seminars and other city-related events which may require travel.  Must be able to operate a motor vehicle, with occasional overnight travel.

• Must not pose a threat to the health or safety of self or others.

Required Abilities To:

Work cooperatively with other city employees and the public.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, GENDER IDENTITY, gender expression, disability, national origin, veteran or marital status.” 

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