Police Records Clerk

Cityofhurricane; Hurricane (UT); On-site; USD 39,000 - 59,000; Full time

Benefits offered by this job

Full city benefits package

Vacation after probation

Additional vacation at 1 year

Job summary

Hurricane City Police Department is seeking a Records Clerk to perform full clerical duties, maintain police records, and support officers with reports, case files, and related documents.

The role requires processing GRAMA requests, entering data into the Records Management System, and upholding strict confidentiality. Candidates should have a high school diploma, clerical experience, and proficiency in Microsoft Office.

Qualifications

• High school diploma or equivalent and related clerical coursework.
• Experience in police records/secretarial tasks preferred.
• Ability to maintain confidentiality and handle GRAMA requests.
• Proficiency in Microsoft Office and accurate data entry.
• Strong communication, organization, and time management skills.

Responsibilities

• Serve as first contact for the public and officers, handling calls and inquiries.
• Maintain police records, reports, photos, and case files in the RM system.
• Process GRAMA requests and provide records promptly and accurately.
• Assist with typing, forms, scheduling, and filing; manage inventory and supplies.

Skills

Police records management

GRAMA knowledge

Microsoft Office

Data entry

Customer service

Attention to detail

Communication skills

Secretarial duties

Education

High school diploma or equivalent

Two years clerical/secretary experience

Utah Driver's License

Background check & drug screen

State computer certifications (BCI/NCI)

Tools

Spillman

Records Management System

Live scan fingerprint machine

Fax/Copy machines

Job description

Hurricane City

POLICE DEPARTMENT

Records Clerk

Full-time Position

Salary

$38,968.80 - $58,552 a year depending on experience

Benefits

Full City Benefits Package

Hurricane City covers 100% of the premiums for the High Deductible health plan for full-time employees and their qualified dependents. New hires receive 40 hours of vacation time after successful completion of their probationary period, and an additional 80 hours of vacation at their one-year mark.

To find out more about our benefits package, please contact the Human Resources Department.

General Purpose

Performs a variety of full performance complex clerical designed to expedite the administrative processes and procedures related to documenting, maintain and controlling police record, reports, case files, and information.

Supervision Received

Works under the general supervision of the Chief of Police or assigned designee.

Essential Functions

(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. The list of tasks is illustrative only and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

• Performs as first level contact with the public; receives and responds to telephone calls, receives and responds to walk-in public; secures and provides information.
• Performs full range of specialized police secretarial functions; operates department computer as needed to maintain accurate reports in the department's designated Records Management System by utilizing proper principles and practices as established by policy, procedure, and law.
• Updates, maintains, processes, and submits uniform crime reports (IBR) to the Utah Bureau of Criminal identification,
• Maintains police reports, photos, and video and provides copies for the officers, public and attorneys,

• Responds to requests for police records utilizing Government Records Access and Management Act (GRAMA) by retrieving and accurately processing information from our Records Management System, digital archiving and other electronic or paper database storage systems in an accurate and timely manner according to GRAMA laws.
• May update stolen property for NCIC National Crime Center.
• Performs computer entry of Spillman information as needed.
• Checks and updates records, monitors in-house computer; generates statistical summaries for calls and services for staff and other agencies.
• Performs general office typing as needed to complete forms, memos letters, schedules, applications and correspondence; maintains numeric and alphabetical files; makes copies, assists the public, responds to telephone calls and distributes calls to appropriate office or individual.
• Keeps track of and issues inventory and uniforms
• Provides fingerprints for book and release orders and for the public.
• Maintains a high level of confidentiality and accountability as a member of the police department.
• Performs other related duties as assigned.

Minimum Qualifications

• High school diploma or equivalent with course work in general office practices and procedures; AND
• Two (2) years of experience as a clerk or secretary performing above or related duties preferred.
• Possess and maintain a valid Utah Driver's License throughout employment.
• Successful completion of pre-employment drug screening, a thorough background check and pass the Truth Detection test.
• Must have and maintain acceptable criminal history required to obtain security clearance for computer access.
• Must Pass regular proficiency tests as needed to update and maintain state computer certifications (BCI/NCI).
• All accredited certifications must be kept current. Failure to do so may result in loss of position.

Knowledge, Skills, and Abilities

• Police records management requirements; and knowledge of UCR & IBR codes.
• Proper use of grammar, spelling, and punctuation.
• Knowledge of standard office practices and procedures related to records filing and office maintenance.
• Modern filing systems related to alphabetical and numeric files.
• Telephone systems and telephone etiquette.
• Ability to operate a variety of types of standard office machines including computer terminal, fax machine, copy machine, Live scan fingerprint machine, etc.
• Skills in word Processing, typing, and organization.
• Proficient in the following: Microsoft Office programs (Word, Excel, PowerPoint), Windows Operating Systems, and other computer programs as required.
• Exercise great customer service, record management, and time management.
• Ability to exercise initiative, independent judgement and to act resourcefully under varying conditions; maintain strict confidentiality related to sensitive administrative and legal information.
• Develop effective working relationships with supervisors, fellow employees and the public, communicate effectively, verbally and in writing.
• Work under time pressures and deadlines.
• Ability to follow routine and complete verbal or written instructions.

Typical Physical/Mental Demands/Working Conditions

Incumbent of the position this job is performed in a typical office setting with appropriate climate controls. Tasks require variety of physical activities, sitting or standing for extended periods while assisting customers and while operating assigned office equipment. Walking, standing, stooping, sitting, reaching and light lifting. Talking, hearing and seeing essential in the performance of daily tasks. Common eye, hand, finger dexterity must exist. Mental application utilizes memory for details, verbal instructions, emotional stability and critical thinking. Considerable exposure to stress as a result of human behavior, including dealing with unpleasant, angry or discourteous individuals as part of the job requirements.

Condition of Employment

Employee may be required to work extended or irregular hours such as nights, weekends and holidays. Hurricane City employment can require employees to occasionally work outside of their normal job duties to assist with city sponsored events and/or projects. The employee, if assigned, is expected to work the duties to assist with the completion of these events and/or projects. In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.

Please Note

The above statements are intended to describe the general nature and level of work being performed by the person(s) assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. The approved class specifications are not intended to and do not infer or create any employment, compensation, or contract rights to any person or persons. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time.

Hurricane City is an Equal Opportunity Employer.