Job Title: Records Clerk
Reports To: Records Supervisor
Open Date: August 1, 2022
Close Date: Open Until Filled Hiring
Salary: $16.25 - $20.78 per hour, DOE
Salary Range: $16.25 - $24.39 per hour, DOE
To Apply Please Visit: www.meridiancity.org
Job Summary: Performs clerical support functions of a routine nature such as data entry, filing, word processing, recordkeeping, and administrative work. The primary function in this class is to serve as a compiler and collator of Meridian Police Department records. Additionally, an employee of this class will serve as a direct contact with those having business with the department and City by greeting people in person or on the phone; providing direction or answering questions; receiving information; collecting fees and providing receipts. The work is performed under the direct supervision of the Records Supervisor. There is little discretion exercised by employees in this class.
Essential Duties & Responsibilities: Prepares incoming paperwork (reports, log sheets, citations, follow-ups, etc.) for data entry into the Records Management System (RMS) and report writing system (ITS); Performs data entry of law enforcement reports and paperwork into the report writing system and RMS (ITS), including preparing and processing parking ticket payments and prosecution paperwork, false alarm reports and billing; Reads and interprets non-NIBRS crime reports which include city, state, and federal statutes, utilizing records management regulations, policies and procedures to classify the events into the Records Management System (RMS); Classifies and updates police report data and documents that have been electronically transferred into the Records Management System (RMS) according to records management regulations, policies and procedures; Enter, update, remove and validate pertinent data in the ILETS/NCIC system according to governing regulations, policies and procedures; Processes public records requests (PRR) and subpoenas for audio, video, written, photographic information, crime statistics, officer training and certification records, and general police department information; Logs PRR, researches record through various computer applications, edits and redacts information as necessary following the Idaho State Public Records Law
(Idaho Code 74-101 through 74-126), writes response letters, forwards information to attorney, makes corrections as necessary, copies, and sends response/information to requesting party and files records; 2 Performs word processing, data entry and retrieval via personal computer workstations which are networked; Files paperwork in the appropriate manner and places and maintains those files (hard files and/or electronic); Assists the public in contacting Dispatch with requests for an officer response, along with receiving and processing walk-in accidents, payments, receipts, copies, maps, directions, etc.; Responds to all internal and external customers (City employees, other governmental representatives, business organizations, community groups, and/or the public) with respect and in a courteous and friendly manner; Handles situations in which customers are upset, confused, or angry concerning their being victimized, contact with an officer, the allegation of involvement in a crime, or just in need by directing them to an officer, the appropriate person, or department; Receives and distributes mail throughout the department to designated personnel; Communicates with others to maximize the effectiveness and efficiency of intra- and interdepartmental operations; Notifies Dispatch of the need for an officer to respond and collects the information necessary for such dispatch; Takes messages for officers and directs calls or appointments to the appropriate officer; May provide general information and phone numbers to customers on other programs and services within the community; Performs other duties as assigned or needed.
Job Specifications: High School Diploma or GED; One-year previous experience in local government, in the area of law enforcement or a similar area; Must demonstrate a functional knowledge of the following computer programs: Microsoft Word and Excel; Must successfully pass the basic and advanced NCIC tests within six (6) months of hire; At least one-year prior experience in an office environment; At least one-year previous customer service experience.
Knowledge, Skills & Abilities: Ability to communicate and deal with the public and coworkers in a professional and positive manner; Ability to establish and maintain effective working relationships with coworkers, supervisors, and the general public; Ability to deal with a wide range of individuals, dealing with situations in which the individual may be upset over some issue involved with an officer, the department, city activities, or policies; Must display an attitude of cooperation and the ability to work well with others; Ability to organize and file paperwork in a systematic manner; Ability to create or retrieve report forms and/or charts needed for statistical information; Ability to learn and work within the departmental database applications and use basic computer skills for data entry and retrieval, searches, and basic queries; Ability to work in a team environment as a team player; Ability to organize and establish workload; Ability to work effectively with frequent interruptions; Must have the ability to multitask throughout the shift; Ability to operate office equipment: typewriter, ten key or calculator, letter opener, postage scale, fax machine, copy machine, multi-line telephones, etc.; Must be able to drive to and from various locations to deliver records and other documents when needed.
Work Environment and Physical Demands: Work is performed primarily in an office environment with moderate noise level. The employee in the class is frequently subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions; Constantly requires sitting at a desk for long hours up to ten (10) hours and the ability to lift up to ten (10) pounds; Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively; Constantly requires the repetitive movement of the wrists, hands, and/ or fingers; Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.
Travel Requirements: Local travel is occasionally required; Some in-state and out-of-state travel may be required for training.