Clerical Assistant II - 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 advanced 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, sorting, and checking the accuracy and completeness of various reports and documents. 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 performs customer service at front counter, and by telephone, mail, and e-mail.

Operates a variety of office equipment.

Sort all incoming paperwork and sort by CR (case report) number. Documents all incoming paperwork.

Compiles and distributes weekly a list of reports and additional paperwork that are overdue in Records.

Reviews and processes all accident reports in the TRAX system. Enters data from the accident reports into RMS (Records Management System) Sends copies of reports to proper State Attorney's office and other government agencies.

Scans all accident reports into data base for access from computer.

Inputs and processes all updates to accident reports.

Performs regular audit of stolen property eligible for FCIC/NCIC entry to ensure accountability. Distributes report to necessary personnel for appropriate action.

Answers phones and responds to inquiries from public, insurance companies, and other various agencies.

Performs filing in numerical sequence.

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 collects money.

B. MARGINAL FUNCTIONS

Fills in at other desk assignments as needed.

Balances cash drawer and submits 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 taken within the last year 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 required.

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