Records Clerk

Strategic Government Resources, Inc.; Stephenville, Northern (TX, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

City of Stephenville seeks a Police Records Clerk to support Operational Support with responsible clerical work and department records custody. The role includes data entry, reports preparation, and handling public information requests per applicable laws.

The position requires strong Microsoft Office skills, attention to detail, and reliable attendance. Some duties involve scanning, retention management, and processing fees with accurate deposits.

Qualifications

• - High school diploma required.
• - Bachelor’s degree or related coursework preferred.
• - Experience in government records or crime analysis preferred.
• - At least 1 year of office methods experience.
• - Must pass background, drug screen, and polygraph exams.

Responsibilities

• Maintain police records filing system or database and manage electronic/paper records.
• Assist the public and staff via in person, mail, email, and phone inquiries.
• Respond to public information requests per state law and policies.
• Collect data and review files for compliance with mandated reports.
• Handle records management, retention, destruction, and scanning for long-term storage.
• Perform data entry and documents preparation tasks.
• Demonstrate effective verbal and written communication.
• Collect fees for reports and ensure daily deposits are accurate.

Skills

Typing speed

Microsoft Office

Customer service

Verbal & written communication

Attention to detail

Education

High school diploma

Related coursework (accounting/clerical)

Tools

Word

Excel

Outlook

Adobe

Job description

Job Summary:

Under the supervision of Operational Support, performs responsible police clerical work, acts as department custodian of records, and performs any related work as required.

Essential Duties and Responsibilities:

Essential functions may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by an employee in this role; employees may be assigned duties that are not listed below. Reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

• Police Records Clerk maintains the records filing system and/or database used to manage, access, and preserve electronic and paper records of criminal justice activities.
• Assist, provide information, and respond to questions and concerns from the public, departmental staff, and other agency personnel in person, electronically, by mail and phone.
• Responds to public information requests from the public, media, and other state or local agencies in accordance with state law and city and departmental policies.
• Collect statistical data and review case files for compliance and accuracy with state and federal mandated reports.
• Assists with records management for all records of the police department, including their retention, destruction, and transformation into long-term retention methods such as scanning and digital media. Performs management information functions, which include computer data entry and searches; performs clerical skills as may be required, including preparation of letters, reports, forms, warrants, and statements.
• Must demonstrate effective verbal and written communication skills.
• Collects fees for copies of reports and other matters, and issues receipts.Ensures the daily deposit of any monies from this department is accurate.
• This position requires working knowledge of Microsoft Office (Word, Excel, Outlook, and Adobe).
• Comprehends and applies rules and regulations, and applicable laws and ordinances. Maintains a detail-oriented and organized filing system.
• Assists with special projects as directed by the Police Chief.
• May attend meetings, conferences, and training to maintain work proficiency.
• Regular attendance and punctuality are essential functions of this job.

Knowledge, Skills, and Abilities:

• Type a minimum of 45 words per minute; knowledge of business English, spelling, and arithmetic.
• Working knowledge of office practices, procedures, equipment, and software, including word processing, spreadsheet, and other software applications; rules of grammar; practices of document preparation; statutes and ordinances regulating the distribution of information and other applicable laws or ordinances.
• Demonstrates excellent customer service skills and deals tactfully and effectively with people.
• Knowledge of computer databases and crime analysis programs preferred.
• Must have one year of experience in office methods and procedures; experience with typing and computer equipment required.
• Must be able to lift 50 pounds and file to a height of 6 feet, practicing safety measures.

Education, Experience, and Certification:

• High school graduates required.
• Bachelor’s Degree or college courses in related fields such as accounting or clerical work are preferred.
• Experience as a government records clerk or crime analyst is highly preferred.
• Previous work experience in criminal justice, accounting, or records management.
• Employees are required to maintain the credibility and ability to testify in a court of law.
• Spanish-speaking abilities preferred but not necessary.
• Must be physically capable of operating a vehicle safely, possess a valid driver’s license, and have an acceptable driving record
• Must pass a police applicant background investigation, including a “post-offer” drug/alcohol screen and physical and polygraph exams.
• Must have a clear and acceptable criminal history
• Must meet all local and federal government requirements for hiring

Physical Requirements:

Position requires the ability to stand, push, pull, squat, kneel, twist, reach, crouch, and stoop while performing work in the field, opening file drawers, and placing objects on shelves or in cabinets. The position also requires repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Must be able to lift and carry objects weighing up to 50 lbs. (such as boxes) and move or remove evidence. Must be able to sit for extended periods in the day‑to‑day functions of the police department, and/or in a vehicle. Must be able to use foot and hand‑operated controls on vehicles. Must be able to work in stressful conditions for extended periods. Vision and hearing must be satisfactory to the degree that duties can be performed safely and effectively.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“As an equal opportunity employer, the City of Stephenville considers only qualified applicants without regard to color, age, race, ethnicity, sexual orientation, gender identity, gender expression, disability, national origin, veteran or marital status.”