Position Details
Title:
Part-Time Records Clerk Police Department
FLSA Status:
Non Exempt
Effective Date:
6/01/2011
GENERAL PURPOSE:
Works in the Records Bureau maintaining paper files, computer files and associated databases for the Police Department. Processes and preserves police records and reports by compiling, analyzing, coding, and inputting data Into the Spillman System, Local, State and Federal databases. Monitors prisoners for their safety and well-being; processes and maintains prisoner records and property.
ESSENTIAL FUNCTIONS:
- Maintains all records and computer files associated with the Records Bureau.
- Inputs field, arrest, incident, traffic, contact cards and supplemental reports using a personal computer.
- Responds to inquiries and request for Information of a technical and non-technical nature.
- Locates, pulls, and copies reports for the general public.
- Collects fees for reports and fines and prepares receipts.
- Assists at the Customer Service window by answering questions and providing Information to the public regarding police reports, fines and fee.
- Provide excellent Customer Service to the general public on the telephone or in person at all times.
- Collects and provide the Chief of Police with data necessary for a variety of reports.
- Manages the Village Administrative Adjudication process with respect to record keeping for reports, parking fines and other Village fines and fees.
- Assist the Chief and Deputy Chief with matters Involving reports, fines, fees. Correspondence to the public or any clerical matter.
- Manage and maintain dispatch operations within the department and communicate with ECOM Regional Dispatch personnel.
MINIMUM QUALIFICATIONS:
- Minimum reasoning ability usually associated with this classification:
- Ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. To interpret a variety of instructions: written, oral, diagrammatic, or schedule form.
- Minimum math ability usually associated with this classification:
- Ability to work with basic mathematical calculations; to perform the four operations with like or common decimal fractions; to compute ratios, rate and percent and measures; to perform arithmetic operations involving all American monetary units.
- Minimum Language ability usually associated with this classification:
- Read: Ability to read manuals (safely, instructional, etc.) professional journals, newspapers, financial reports, Village Ordinances, etc.
- Write: Ability to prepare work assignments, summaries, and reports using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.
- Speak: Ability to speak clearly and distinctly, with voice, diction, phonetics, grammar, voice control and confidence so that they are understandable to the listener.
- Amount of training, either on-the job or formal education, usually associated with this occupation in addition to the Reasoning, math and Language abilities detailed above:
- High School Graduate or the equivalent
- At least two years of progressively responsible clerical work Including data entry
- Ability to coordinate information from a variety of sources, compile into appropriate format, interpret according to policies, practices and procedures; ability to work effectively with employees at all levels within the department; ability to identify problems and best possible resolution to problems. Knowledge and use of personal computers and software. Knowledge of Spillman software and programs a plus.
PHYSICAL DEMANDS:
Degree of Physical Demands (strength) usually associated with the essential functions of this classification:
- Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or up to negligible amount of force constancy to move objects.
- Type of Physical Demands usually associated with the essential functions of this classification:
- Handling - Seizing, holding, grasping, turning or otherwise working with hands;
- Fingering - picking, pinching, or otherwise working with fingers primarily;
- Seeing - The ability to perceive the nature of objects by the eye. The important aspects of vision are:
- Acuity, near - clarity of vision at 20 Inches or less;
- Depth perception - ability to judge distance and space relationships so as to see objects where and as they actually are;
- Accommodation - adjustment of a lens of eyes to bring an object into sharp focus, especially important when doing near-point work at varying distances from the eye;
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EQUIPMENT:
Machines, Tools, Equipment, and Work Aids which may be representative but not all inclusive, of those commonly associated with this type of work.
- Charts
- Personnel Computer
- Word Processing
- Reference Books
- Calculators
- Database Programs
- Telephone Equipment
- Fax/Copy Machine
- Radio
