• Police Records Clerk

   
DEFINITION
The purpose of this position is to provide administrative support to the Police Department by securing, distributing, and storing all departmental reports and files.
 
SUPERVISION RECEIVED AND EXERCISED
Reports to the Records Supervisor.  Exercises no supervision.
 
EXAMPLES OF IMPORTANT RESPONSIBILITIES AND DUTIES—Important responsibilities and duties include, but are not limited to the following:
 
Essential Responsibilities and Duties

1. Answers phones, greets visitors, and assists with lobby traffic.
2. Sorts and processes morning paperwork, including citations, accident reports, and incident reports.
3. Organizes and files finalized reports, ensuring compliance with retention requirements.
4. Transfers records to agencies and offices such as Central Dispatch, Newton County Prosecuting Attorney, Children’s Division, Department of Revenue, and Juvenile Office.
5. Prepares and maintains case files for the Prosecuting Attorney; attends court dates to provide file support.
6. Enters and submits departmental payroll to the Finance Department.
7. Monitors and submits departmental statistics for the Missouri Incident-Based Reporting System (MIBRS) and Use of Force (UOF) reports to the Missouri State Highway Patrol (MSHP).
8. Monitors and submits annual Racial Profiling Statistics to the Attorney General.
9. Maintains the department calendar and updates various spreadsheets.
10. Processes records requests in compliance with applicable policies and regulations.
11. Processes payments by issuing receipts and depositing funds with the Collections Office.
12. Prepares and inputs departmental invoices for the Accounts Payable Office.
13. Monitors and reconciles the departmental budget to ensure accuracy.
14. Oversees and manages departmental grants, including reporting and compliance activities.
15. Maintains and submits departmental safety documentation in accordance with policies.

Other Important Responsibilities and Duties

1. Performs all other duties as assigned.

 
QUALIFICATIONS
Knowledge of:

1. Basic office equipment.
2. MS Office Applications.
3. Customer service skills.
4. The organization and function of the Police Department.

 
Ability to:

1. Work in a fast-paced office environment.
2. Perform data entry.
3. Answer a multi-line telephone system.
4. Provide excellent customer service.
5. Communicate effectively both verbally and in writing.

 
EXPERIENCE AND TRAINING GUIDELINES
High School Diploma or equivalent preferred.  One to three years of job-related experience is desired.  Missouri Uniform Law Enforcement System (MULES) Certification, Missouri Sunshine Law training, and MIBRS training are required.
 
MUST BE ABLE TO PASS A CRIMINAL BACKGROUND INVESTIGATION CONDUCTED BY THE STATE OF MISSOURI IN ORDER TO HAVE ACCESS TO MULES.
 
WORKING CONDITIONS
Environmental Conditions
Work is performed in an office setting amid normal conditions of dust, odors, fumes, and noises and involves a considerable amount of public contact. 
 
Miscellaneous Requirements

1. Must successfully complete pre-employment substance abuse testing.
2. Will be subject to random substance abuse testing.
3. Will be subject to background investigation and possible consumer credit report investigation.

 
EOE/ADA/Affirmative Action