Police Records Clerk

City of Seguin; Seguin (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

The City of Seguin is seeking a Records Clerk to support the Seguin Police Department. Under supervision of the Records Manager, you will handle confidential law enforcement data, process police reports, and assist the public at the front counter and by phone.

You will enter and retrieve data in various records management systems, photocopy and distribute reports, and help with filing, destruction, and long-term retention of records. Strong typing and customer service are essential.

Qualifications

• High school graduation plus one year clerical experience that demonstrates a general aptitude for working with the public in a multi-task environment.
• Typing at least 40 words per minute with a high degree of accuracy; proficient with data entry and basic business writing.
• Experience with office equipment and basic computer applications.

Responsibilities

• Performs a wide variety of technical and clerical duties in support of departmental operations including collecting, indexing, processing, maintaining, retrieving, copying, and distributing police reports, citations, warrants, subpoenas, and related paperwork.
• Enters, maintains, and retrieves data in automated law enforcement records management systems.
• Photocopies and distributes crime, incident, arrest, and related reports to various agencies and staff; processes and distributes to District Attorney's Office and County Attorney's Office for prosecution.
• Assists public and departmental staff in person and by telephone; answers inquiries and ensures records release complies with laws.
• Collects fees for copies of reports and records checks, issues receipts, and balances ledgers.
• Assists with file and record management including destruction and long-term retention methods such as scanning.

Skills

Office equipment

Communication skills

Customer service

Phone etiquette

Business writing

Typing 40 wpm

Microsoft Excel

Microsoft Word

Education

High school diploma

Tools

Excel

Word

Job description

SUMMARY OF POSITION

Under supervision of the Records Manager, performs a wide variety of general and/or specialized office support, clerical, and technical work in support of the Police Department; collects, indexes, processes, maintains, retrieves, copies, and distributes confidential law enforcement data and information; performs a variety of record keeping functions including processing police reports; receives and provides assistance to the public at the front counter and over the telephone; and provides other support and assistance to other non-sworn functions and activities of the Seguin Police Department.

• Performs a variety of technical and clerical duties in support of departmental operations including those related to collecting, indexing, processing, maintaining, retrieving, copying, and distributing technical and confidential law enforcement data and information to include police reports, citations, warrants, protective orders, and subpoenas;
• Enters, maintains, and retrieves data, reports, and information into and from a variety of automated law enforcement records management systems;
• Photocopies and distributes crime, incident, arrest, and accident reports, warrants, subpoenas, follow-up requests, and related paperwork to various agencies including departmental staff, other local and state law enforcement personnel, insurance companies, and agencies and organizations; processes and distributes police reports and criminal complaints to the District Attorney's Office and County Attorney's Office for prosecution;
• Assists, provides information, and responds to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; forwards calls to appropriate personnel; takes and provides phone messages; responds to public inquiries for information regarding police reports and other matters; ensures that the release of records complies with state, and federal laws;
• Collects fees for copies of reports, records checks, and other matters; prepares and issues receipts; maintains appropriate ledgers and balances register;
• Assists with police file and record management including their destruction and transformation to long term retention methods such as scanning reports and photographs;

Other Important Duties*

Performs such other duties as may be assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of: general office equipment, including computer, phones, scanner, copier, and fax machine.
• Ability to: communicate effectively both orally and in writing; demonstrate excellent customer service skills; demonstrate proper phone etiquette; perform basic principles of business writing; type at a speed of at least 40 words per minute with a high degree of accuracy; and operate a computer using Microsoft Excel and Word applications.

ACCEPTABLE EXPERIENCE AND TRAINING:

High school graduation, plus one year clerical experience that demonstrates a general aptitude for working with the public in a multi-task environment.

CERTIFICATES AND LICENSES REQUIRED

Valid Texas Driver's License.

Starting Salary: $18.76/hour

Position Will Remain Open Until Filled

The City of Seguin is an "Equal Opportunity Employer" (AA/EOE)

* For the purpose of compliance with the Americans With Disabilities Act (ADA). This job description does not take into account potential reasonable accommodations.