Police Records Clerk

Tohono O'odham Nation; Sells (AZ); On-site; USD 34,000 - 52,000; Full time

Job summary

The Tohono O\'odham Nation in Sells, AZ seeks a Records Management Specialist to enhance the police records workflow under close supervision. You will maintain filing systems, log and process police reports, and use CRIS and Spillman to input and retrieve data while advising on confidential information handling.

This role requires strong attention to detail, ability to work independently, and willingness to work nights or weekends as needed.

Qualifications

• Associates Degree in Records Management or closely related field with at least 1 year of records management experience.
• Equivalent training, education and work experience acceptable if it demonstrates required abilities.

Responsibilities

• Process incoming police reports and documents—log, stamp, verify signatures, file.
• Input and retrieve information using CRIS and Spillman.
• Distribute copies of reports to criminal justice agencies.
• Release documents to authorized personnel.
• Maintain filing systems per policies.
• Assist customers at counter with rules, forms, and cashiering.
• Communicate clearly with officers and the public about records.
• Set up new files as needed.
• Verify forms for completeness per policy.
• Process requests from insurance companies and log money.
• Keep records of materials removed and track missing docs.
• Perform other duties as assigned and support team.

Skills

Customer service

Records management

CRIS / Spillman

Communication skills

Data entry

Privacy & confidentiality

Education

Associates Degree in Records Management

Tools

CRIS

Spillman System

MS Office

Job description

The position is located in Sells, AZ.

Position Summary:

Under close supervision, enhances law enforcement's effectiveness by maintaining an accurate filing and retrieval system of all police documentation. Maintains confidentiality of all information and distributes information as requested to authorized personnel, departments or agencies.

The work is normally reviewed in progress and upon completion of each assignment to ensure accuracy, timeliness, and conformance to established standards; most aspects of the work tasks are covered by detailed instructions or procedures.

Essential Duties and Responsibilities:

• Processes all incoming police reports and documentation, in a timely manner, to include: logging, stamping, verifying signatures, distributing appropriately, and filing.
• Inputs and retrieves information using the Criminal Records Information System and Spillman System.
• Reviews and distributes copies of police reports to criminal justice departments or other applicable law enforcement agencies.
• Releases law enforcement documentation upon request to authorized personnel, departments or agencies.
• Maintains filing systems according to established policies, procedures, or regulations.
• Performs phone and counter work to assist customers for such duties as explaining rules and procedures, processing forms, and performing cashiering work for the sale of records/reports.
• Communicates clearly and effectively with officers and the public as it relates to records and procedures and case status.
• Sets up new files as needed.
• Verifies and reviews forms and documentation for completeness and conformance with established policies procedures, and regulations.
• Processes requests from insurance companies and logs all appropriate documentation and monies received.
• Keeps records of materials or documentation removed and traces missing or misplaced documentation.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of the economic, educational, and health and social problems of Native Americans.
• Knowledge of records management policies and procedures.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of Crime Reporting Information System (CRIS) and Spillman System.
• Knowledge of tribal, federal and state criminal justice systems.
• Knowledge of the Privacy Act and Children-Juvenile Code and legal terminology.
• Skill in providing superior customer service to external and internal customers.
• Skill in records information technology and various filing systems and procedures.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Ability to create, organize, and retrieve files promptly.
• Ability to demonstrate a high level of sensitivity to community issues and concerns.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to maintain privileged confidential information.
• Ability to work independently and meet strict time lines.
• Ability to work extended hours and various work schedules, including nights, holidays and weekends.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

Associates Degree in Records Management or closely related field and one year work experience in a records management field, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 30 WPM.
• Must demonstrate fifty percent proficiency in grammar, spelling and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.
• Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.