Records Clerk

Macon-Bibb County Government; Macon (GA); On-site; USD 36,000 - 48,000; Full time

Job summary

Macon-Bibb County Government is seeking a Records Clerk to provide administrative support for the central records unit. The role involves data entry, filing, and processing reports, with responsibilities including handling confidential information and responding to the public.

The ideal candidate will have a High School Diploma or GED and at least four years of administrative experience, plus typing speed of 35 wpm and the ability to pass a background check.

Qualifications

• Requires High School Diploma or GED and 4 years of administrative support experience or equivalent office work.
• Must pass the BASIC level of the Macon-Bibb County skills test.
• Typing speed of 35 words per minute required.

Responsibilities

• Enter reports into computer system and assign UCR codes; send monthly reports to GCIC.
• Receive, file, and maintain reports and documents including case files and criminal histories.
• Copy and distribute reports to insurance companies and attorneys.
• Prepare monthly activity reports for the department.
• Assist the public; answer phones, route calls, take messages, issue receipts, and provide office support.
• Order office supplies for the division and prepare correspondence.
• Perform extensive data entry and maintain filing systems.
• Conduct research for special projects and process record restriction requests.

Skills

Administrative support

Data entry

Typing 35 wpm

Communication

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

The Records Clerk is responsible for performing administrative and clerical duties in support of the central records unit.

• Enters reports into computer system; assigns UCR codes; sends reports to Georgia Crime Information Center on monthly basis.
• Receives, processes, files, and maintains various reports and documents, including case files, reports for other agencies, criminal histories, juvenile complaint forms, and other related records.
• Copies and distributes various reports to insurance companies and attorneys.
• Compiles monthly activity reports for the department’s records, including incident reports filed, calls answered, and other activities.
• Conducts criminal background checks as required.
• Assists the public, answers telephones, routes calls, takes messages, makes copies, accepts fees, issues receipts, and performs other related office support services.
• Responsible for ordering office supplies for the division.
• Prepares correspondence in accordance with established programs and activities.
• Performs extensive data entry.
• Establishes and maintains complex filing systems.
• Conducts research for special projects.
• Processes requests for Record Restrictions.
• Fingerprints applicants for privileged licenses, and public safety employment.
• Processes applications for privileged licenses.

The Records Clerk should possess, at a minimum, a High School Diploma or GED equivalent and four (4) years of administrative support experience, or experience working in an office environment; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to successfully perform the duties and responsibilities of the position.

NECESSARY SPECIAL REQUIREMENTS:

• Must pass the BASIC level of the Macon-Bibb County skills test.
• Must be able to type 35 wpm.
• Possession of a valid Georgia Motor Vehicle Operator’s License.
• Must be fingerprinted, complete a polygraph test and pass a background investigation.

TheRecords Cle rk must be knowledgeable of the following principles, procedures, and concepts:

• Knowledge of the principles and practices of local government administration.
• Knowledge and proficiency of personal computers and relevant office software.
• Ability to write clear and concise reports, memoranda, directives and letters.
• Ability to develop comprehensive plans from general instructions.
• Ability to accomplish assigned administrative tasks with a minimum of supervision and with only general direction.
• Ability to meet the public and to discuss problems and complaints tactfully, courteously, and effectively.
• Ability to use discretion and to maintain appropriate confidentiality and security of private or confidential information.
• Ability to maintain effective working relationships with other employees, elected officials, private organizations, and the general public.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER