Records Clerk

Port Orange, City of (FL); Florida; On-site; USD 32,000 - 42,000; Full time

Job summary

Port Orange, City of (FL) seeks a clerk in the Records Section of the Police Department. The role includes processing records, handling payments for reports, assisting the public, and maintaining files.

The position supports emergency management duties and requires attention to detail and reliable performance in a busy municipal office. Requirements include a high school diploma or GED, two years of clerical experience, and a valid Florida driver’s license.

Qualifications

• High school diploma or GED required.
• 2 years related clerical experience or training.
• Must have valid Florida driver’s license.
• Knowledge of modern office appliances and procedures.

Responsibilities

• Operates computer/scanner to recover, print and store records data.
• Logs offense reports; processes arrests and related records.
• Receives cash payments for incident and report fees; prepares cash/check reports and deposits.

Skills

Typing 40 wpm

Data entry

Computer skills

Reading and interpreting documents

Oral and written communication

Problem solving

Education

High school diploma or GED

Two years clerical experience

Florida driver’s license

Tools

Office machines (copier, printer, fax, scanner)

Job description

This position is responsible for clerical work that involves moderately complex and usually varied work methods and problems in the Records Section of the Police Department.

• Operates computer/scanner to recover, print and store records data. Logs offense reports. Processes arrests, field interrogation cards, written warnings, etc.
• Receives cash payment for incident, accident reports, and fingerprint cards. Prepares reports of cash and checks received and ensures that funds are properly deposited.
• Assists public with information about reports, police record checks, etc.
• Performs complex and detailed record keeping functions. Assists officers and other agencies in researching information and records.
• Acts as receptionist. Gives general information to citizens who call or come into the lobby. Answers telephone calls and transfers to appropriate extension.
• Operates varied types of office machines to include various models of copy machines, printers, fax machine and scanner.
• Maintains various records and makes reports. Completes evidence/property receipt forms for lost and found property. Provides citizen crime reports and accident exchange forms to citizens. Citations sign-off for equipment violations.
• Maintains files and records pertaining to the Police Department.
• Performs related work as required. These additional duties may be representative of tasks typically performed by those in a lesser or more advanced job grade.

This position is part of the City’s Emergency Management Team and, as such, shall be expected to perform all duties that are assigned during an emergency management operation. Any additional compensation, above the normal weekly salary, shall be outlined by the City Manager in the City’s Emergency Management Activation and Emergency Declaration. Failure to appear to perform emergency management assignments and to work assigned shifts as scheduled by the City’s Emergency Management Professional or individuals designated by the City Manager to assign such functions will result in disciplinary action up to and including termination.

Education and Experience

• High school diploma or general education degree (GED).
• Two (2) years related experience and/or training in clerical work including data entry
• Equivalent or combination of education and experience.
• Certifications. Licenses, and Registrations
  1. Must have valid Florida driver’s license.

• Knowledge of modern office appliances, practices and procedures.
• Ability to read, analyze, and interpret work related documents.
• Ability to respond effectively to the most sensitive inquiries or complaints.
  • Ability to communicate effectively both orally and in writing.
• Ability to comprehend and apply principles of mathematical concepts as applied to this position.
  • Ability to identify problems and review related information to develop and evaluate options and implement solutions that are in accordance with laws, ordinances, and established principles.
  • Ability to follow and interpret instructions furnished in written and oral format.
  • Ability to maintain complex clerical records and prepare reports from such records.
  • Skill in typing data entry information rapidly and accurately. Type 40 accurate words per minute.
  • Computer skills, including experience in software applications appropriate to this position.