Records Clerk

City of Bloomington, IN; Bloomington (IN); On-site; USD 32,000 - 46,000; Full time

Job summary

City of Bloomington, IN seeks a Records Clerk for the Bloomington Police Department. The role involves handling incident reports, data entry, and maintaining confidentiality across sensitive information.

Flexible to support weekend/holiday schedules, with on-site duties during exigent circumstances. Responsibilities include answering calls, processing CAD entries, ensuring compliance with public access laws, and assisting officers with departmental tasks.

Qualifications

• High school diploma or equivalent.
• Two years of prior office/clerical experience.
• Ability to maintain the highest level of confidentiality in order to protect the integrity of case reports and the privacy of all members of the public and the City.
• Typing at least 40 words per minute (preferred).
• Experience entering data, transferring electronic files, and scanning.
• Proficiency with Microsoft Office, Google Drive/Docs and Internet.

Responsibilities

• Answers administrative calls and determines emergencies, transferring to 911 Dispatch when needed.
• Enter and process incident reports, supplements, logs, letters, and warrant requests.
• Meet strict deadlines and ensure public access laws while preserving confidentiality.
• Process online reports (Theft, Fraud, Vandalism, lost property).
• Distribute copies of reports and information to the public via mail and email requests.
• Assist officers and other personnel with departmental functions.
• Perform duties described for Front Desk Clerk during weekends, some holidays, and absences.
• Maintain knowledge of NIBRS, Indiana laws, FBI UCR reporting, and Bloomington geography.

Skills

Typing 40 wpm

Police experience preferred

Data entry

Communication

Education

High school diploma or equivalent (required)

IDACS training and certification

Notary Public (bonded)

Tools

Microsoft Office

Google Drive

Google Docs

Internet

Job description

Incumbent serves as a Records Clerk for the Bloomington Police Department. Records Clerks are vital for the goals of the department to be achieved. The Records Clerks obtain, transfer, document, edit, and preserve all sorts of information from many sources. The Records Division Clerks are essential support staff in providing significant services to the operations of the police department. Records Clerks fall in the category of Emergency City Personnel and are required to work on-site during exigent circumstances determined by the City or Police Administration.

Duties

This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without reasonable accommodation.

Primary

Answers all administrative calls. Determines if the call is an emergency and if so transfers to 911 Dispatch. Enters all non-emergency/not in progress calls into the CAD system. Clerks are responsible for obtaining and entering information quickly and accurately. Clerks need to know how to respond accordingly by answering questions, providing service, and/or transferring to the appropriate division or agency.

Processes and proofreads incident case reports, supplements, logs, letters, and warrant requests, often containing sensitive subject matter, while adhering to strict deadlines where applicable. Incumbent is exposed to explicitly detailed and graphic information of criminal acts through case report narratives.

Responsible for meeting strict 24-hour deadlines in compliance with state law. This also includes deadlines of arrest case reports due to the judicial processing of arrestees by the Monroe County Prosecutor's Office. This also involves distributing these arrest/referral cases to the appropriate office.

Creates daily summary information when processing case reports while adhering to all public access laws, set forth by the State of Indiana and while preserving the anonymity of members of the parties involved when required by law. Must maintain working knowledge of public access law to avoid inadvertent release of sensitive data to reduce possible criminal or civil liabilities.

Populates all relevant data fields to complete an accurate case report that meets all national, state and federal mandates. Also, the ability to effectively critique all elements of a criminal case report in order to consistently maintain the highest level of accuracy in case reporting.

Maintains strong working knowledge of criminal codes, laws, rules, and regulations related to National Incident Based Reporting System (NIBRS), the State of Indiana, federal, and local ordinances.

Maintains the integrity, security, and confidentiality of all Records Division documents by ensuring they are properly processed and filed accordingly.

Clerks process online reports through the police department's online reporting system. These consist of Theft, Fraud, Vandalism and lost property reports.

Secondary

Records clerks help newly hired clerks after their training period with all Records duties when needed once they are moved to their permanent shift.

Routinely communicates with officers when processing reports for clarification and obtains additional information when needed.

Receives payment and fees from the public and adheres to ethical accounting practices.

Distributes copies of reports, calls screens, and statistical information to the public via mail and email requests.

Assist officers and other personnel with necessary departmental functions.

Perform all other duties as assigned.

Ensures all reasonable steps are taken to maintain a safe work environment.

Perform all duties as described in the job description of Front Desk Clerk for the Bloomington Police Department during weekend schedule, some holidays, and during the absence/time off of the Front Desk Clerk.

High school diploma or equivalent.

Knowledge and experience equivalent to at least two years prior office/clerical experience.

Ability to maintain the highest level of confidentiality in order to protect the integrity of case reports and the privacy of all members of the public and the City. This confidentiality is paramount for the safety of the officers and the public.

Ability to effectively receive, assess, maintain and enter/log all calls requiring emergency, non-emergency and informational assistance; and to clearly and calmly respond and assist during stressful/high call volume situations.

Additional specialized in-service training required.

Ability to learn and adhere to the reporting requirements of the FBI's Uniformed Crime Reporting and National Incident Based Reporting System.

Ability to demonstrate knowledge of Bloomington geography (streets, landmarks, and businesses).

Ability to meet and adhere to the requirements outlined in the police department's rules and regulations, including passing background and criminal history checks.

Ability to type at least 40 words per minute, preferred.

Experience entering data, transferring electronic files, and scanning.

Adept with Microsoft Office, Google Drive, Google Docs and the Internet.

Incumbent must receive Indiana Data and Communications System (IDACS) training and become certified and maintain certification in the utilization of this system.

Ability to become a bonded Notary Public in the State of Indiana within six months of employment.

Ability to accurately proofread documents and to write and revise for accurate grammar, spelling, and punctuation.

Knowledge of modern office equipment including fingerprinting tools.

Prior police experience, preferred.

Must be able to work overtime and holidays, as required.

DIFFICULTY OF WORK

Knowledge of Bloomington Police Department standardized rules and regulations, and ability to learn and retain knowledge of various Indiana state laws and Bloomington ordinances.

Incumbent is routinely presented with difficult situations which require thoughtful and independent decisions.

Incumbent performs duties in a modern office environment and occasionally must lift, stoop, climb stairs and move heavy file boxes.

Incumbent is exposed to confidential, sensitive, detailed and graphic subject matter regarding criminal acts through case reports contact with the public that may be emotionally disturbing.

Incumbent will encounter public complaints and disputes of an unpleasant nature and/or tone in person and over the phone.

Work is performed on varying shifts (1st, 2nd or 3rd Shifts), including weekends, holidays, special events, and overtime as required.

PERSONAL WORK RELATIONSHIPS

Incumbent maintains frequent contact with department superiors, co-workers, police officials, dispatchers, representatives of other criminal justice agencies, representatives of City departments, and members of the public requesting assistance. Ability to safeguard confidential information is vitally important. The incumbent needs the ability to effectively communicate verbally, electronically, and in writing with the public, other officials and agencies during various, often stressful, situations.