Job Description
GENERAL SUMMARY
The records clerk is a confidential clerical position responsible for the maintenance and control of the police record/filing system and the issuance of licenses to various vendors. Work is performed within specific City ordinances, departmental policy and State legislation. Supervision is received from a first-level departmental supervisor.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Files departmental correspondence generates searches for files as requested
Files departmental confidential police records and maintains support index system
Assembles correspondence, informational reports and related requests from source documents; uses standard office equipment to assemble facts and figures into a relevant document on a predetermined format
Prepares records for and microfilms records
Issues licenses and permits as provided under City ordinances and departmental policy
Enters confidential records on police computer network
Completes departmental typing for licenses, permits and requests by officers
Provides general information to other agencies and the public either in writing or verbally regarding City and departmental policies, ordinances, directions and related information
Collects fees and deposits to the City Treasurer
Checks and provides public information documents on request by for the public
Performs related work as assigned by supervisor within the general knowledge, skills and abilities set forth
Qualifications and Required Competencies
A high school diploma with two years of clerical experience, with one in police records systems, or any combination of experience and training to provide for the following knowledge, skills, and abilities, and must pass a Police Background Check.
Possess and maintain a valid Michigan Driver's License
Knowledge of police office/record management
Knowledge of data entry for micro-computer via telephone modems
Proficiency with computers for word processing and spreadsheet applications, calculator, facsimile machine, photocopier and typewriter
Knowledge of City streets and geographical limits
Knowledge of departmental officer assignment locations
Knowledge of basic business correspondence, English, spelling, grammar and arithmetic
Ability to type 50 w.p.m. accurately
Ability to search files with little information to collect/assemble data
Ability to explain in nontechnical terms police office procedures, ordinances and policies to the general public
Ability to transcribe/explain data correctly and accurately
Ability to establish and maintain effective working relationships with supervisors, coworkers and the public
PHYSICAL DEMANDS
The physical demands characterized here epitomize those that must be met by an employee to properly perform the integral functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In order to properly perform the integral functions of this job, the employee is occasionally required to: stand or walk and stoop or kneel. Frequently, the employee is required to sit. It is crucial to the outcome of job tasks that the employee is able to: talk or hear; use hands to finger, handle, or feel; and reach with hands and arms extensively.
The employee in this classification will be required to frequently lift object of up to 10 pounds in weight. Occasionally, the employee will have to lift/move objects of up to 25 pounds in weight. Vision requirements for this position include close vision and the ability to adjust focus.
WORKING CONDITIONS
Employees in this position perform job duties in a climate-controlled office environment, with a moderate noise level. City of Ypsilanti
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