Clerical Assistant I - Police Records Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Police Records Supervisor. This position performs a wide range of clerical tasks which require the application of some independent judgment and clerical knowledge. Work involves standard clerical duties including filing, data entry, office machine operation, retrieval of information from various computer databases, maintenance of records and sorting, Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Special operational skills will generally be acquired by on-the-job training. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Responds to inquiries and provides customer service at front counter, and by telephone, mail, and e-mail.

Operates a variety of office equipment.

Organizes citations in numerical order.

Enters parking ticket issue slips, parking citations, and dismissals into computer. Send cites and transmittal to City of Melbourne Revenue.

Enters traffic citation issue slips, traffic citations, and voided citations into computer. Send citations and transmittals to Clerk’s office.

Enters warning citations issue slips and warning citations into computer.

Prepares transmittal and verifies against citations for accuracy.

Performs regular audit of traffic citations to ensure accountability.

Provides records and information requested by Probation and Parole, DCF, other agencies, the public, and our own department via e-mail, Fax, mail, telephone, or in person.

Calculates charges for copies of records for customer service, receive payments and issue receipt using MUNIS program.

Issues receipts for vehicle inspections, copies of reports, fingerprint cards, permits, and collect money.

Opens mail and distributes.

Prepares files and completes filing in numerical sequence.

 

B. MARGINAL FUNCTIONS

May be required to fill in at other desk assignments as needed.

Balance cash drawer and submit money and transmittal to City Of Melbourne Revenue.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

High School diploma or GED supplemented by courses in business office practices, and two years general office experience at the full performance level or any equivalent combination of acceptable education and experience. Ability to type 35 cwpm. Typing test from Brevard Workforce must be submitted with employment application to be considered. Must meet Criminal Justice Information System and Melbourne Police Department background requirements and maintain compliance throughout employment.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Data entry experience required.

Customer service experience desirable.

Knowledge of office practices, methods, and procedures.

Knowledge of business English, spelling and arithmetic.

Ability to maintain records and to prepare reports from such records.

Ability to operate a variety of modern office equipment.

Ability to establish and maintain effective working relationships with others.

Ability to learn and retain instructions about the eligibility of documents and information for public release.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in a normal tone of voice in person and on the phone.

Ability to assist customers in a controlled, calm, and helpful manner.

Obtain or deliver documents within the buildings.

Write legibly.

Read, sort, and annotate reports.

Punch holes in reports.

Ability to operate a personal computer for data-entry and word processing.

File numerically and alphabetically.

Handle money, calculate charges, make change and write receipts.

Retrieve files from overhead and floor level.

Manual dexterity to sort through and file large quantities of paperwork.

Ability to remain standing or sitting for periods in excess of thirty minutes.

Reach to open and close counter windows.

Load copier with paper and toner, and remove paper jams by bending, kneeling, and reaching.

Calculate numbers.

Use copier, telephone, calculator, and FAX machine.

Learn complex tasks and remember how to complete tasks once trained.



THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 01/03/2013