Records Clerk

The City of Elkhart; Elkhart (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Elkhart is seeking a Records Clerk under the Records Manager to handle public interactions, process vehicle and crime records, and perform data entry across multiple systems. The role requires accuracy, confidentiality, and the ability to work with diverse city departments.

Responsibilities include processing tickets and reports, maintaining files, and supporting fingerprinting and gun permit activities while ensuring compliance with records management policies.

Qualifications

• Graduation from an accredited high school or equivalent.
• Proficient data entry and familiarity with Windows software.
• Typing speed of at least 50 wpm.
• Strong written and verbal communication skills.

Responsibilities

• Receive and record the transactions of all parking tickets, accident reports, traffic citations and case reports.
• Assemble cases for daily submission to the court system.
• Daily data entry of new cases into the system with follow-up tasks.
• Data entry and file maintenance of warrants and related follow-up.
• Daily review of reports completed by officers.
• Data entry of juvenile referrals and preparation for probation/prosecutor.
• Prepare fingerprint cards for identification needs and process gun permits.
• Scan records for microfilm preservation and shred approved records.
• Review and approve Online Reports.

Skills

Data processing

Microsoft Word

Microsoft Excel

Typing 50 wpm

Oral and written communication

Customer service

Adobe Pro

Education

High school diploma or GED

Tools

Printer/Copier/Scanner

Windows OS

Job description

Under the direct supervisor of the Records Manager the employee in this position is responsible for dealing with the public on a daily bases.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Receive and record the transactions of all parking tickets, accident reports, traffic citations and case reports.
• Assemble cases for daily submission to the court system.
• Daily preparation and data entry of new cases into the system. Necessary follow-up procedures, i.e. file maintenance; case closings; recoveries; stolen property updates; reporting thefts and runaways to radio; filing, etc.
• Data entry and file maintenance and distribution of warrants. All necessary follow-up.
• Daily record review of all reports completed by officers.
• Data entry and file maintenance of juvenile referrals. Preparation for submission to probation, prosecutor, and/or welfare. All necessary follow-up, i.e. monthly updates of juvenile and over 18 files.
• Data entry and file maintenance for vehicle impounds and prepare fingerprint cards for future identification needs.
• Data entry and file maintenance for gun permits and registrations.
• Provide services to general public for gun permit applications and registrations and the follow-up thereon. Employee is required to learn fingerprinting technique and take photos for I.D.
• Scan records and cases for preservation to microfilm
• Shred records and cases that have been preserved and approved to be destroyed.
• Review and approve Online Reports
• Other duties as they are assigned. Listed duties are not all inclusive.

OTHER DUTIES AND RESPONSIBILITIES

• The ability to maintain and handle files that are sensitive in nature and protect the confidentiality of its contents.
• The ability to establish and maintain effective interpersonal relationships with fellow employees, supervisors, and other divisions of the department.
• The ability to accurately complete assignments in a timely manner.
• The ability to be courteous, tactful, and diplomatic when dealing with the general public.
• Handle all phone inquiries and record desk inquiries.

EDUCATION AND EXPERIENCE

• Graduation from an accredited high school or equivalent.

KNOWLEDGE, SKILLS, AND ABILITIES

• Data processing skills on windows based programs. Must know how to operate Microsoft Word and Excel. Speed and accuracy are paramount with the ability to type at least 50 wpm.
• Good oral and written communication skills.
• Ability to operate all applicable office equipment, i.e. copier, fax machine, document scanner.
• Knowledge of confidential information management.
• Ability to relate effectively with the public.
• Ability to learn all division operations.
• Ability to use Adobe Pro

PHYSICAL, MENTAL, AND VISUAL SKILLS

• Logical problem solving.
• Ability to read, write, interpret and verbally give or demonstrate work instructions.
• Incumbent is walking, bending, standing, stooping and crouching daily.
• Clarity of vision with or without correction.

WORKING CONDITIONS

Work is conducted in a standard professional office environment and working hours will be assigned as deemed necessary by the Records Manager or Patrol Captain

DRUG TEST REQUIRED

The City of Elkhart is a Drug Free Workplace. Therefore, a post offer, pre-employment drug screen is required. Random drug testing may be conducted after employment.

POLICY STATEMENT

• The incumbent is required to possess the knowledge, skills, and abilities, and the physical, mental, and visual skills described in this job description to perform the principal duties, responsibilities and essential job functions.
• This job description is intended to describe the general nature and level of work being performed by the incumbent. Principal duties and responsibilities are intended to describe those functions that are essential to the performance of this job and other duties and responsibilities include those that are considered incidental or secondary to the overall purpose of this job.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. Employee holding this position will be required to perform any other job-related duties as requested by the Mayor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.