Records Clerk

Job Summary: The individual in this position is responsible for assisting in providing customer service, collecting fees, document processing, and disseminating information to the general public, other agencies, court officials, professional organizations, and public safety officials and performing miscellaneous administrative duties for the agency. Work is performed under the supervision of the Records Division Supervisor.

Major Duties:

Provides customer service to the general public, agency personnel, and other agencies, including:

• Provides customer service to the general public and agency personnel, including, but not limited to the following:
  • Greet visitors and answer telephones, determining the nature of visits/calls and handle appropriately
  • Distribute reports to appropriate parties
  • Collect fees and produce receipts, balance cash drawer daily
  • Respond to open records requests received and respond per state law guidelines.

Performs data entry functions, including:

• Organize, scan, and file reports into the records management system and maintain reports as required by records retention laws
• Enter traffic citation data into the records management system
• Log information to note entry has been performed as required.

Perform various support functions to include:

• Provide front-line customer service to walk-in and call-in customers/citizens by assisting visitors/callers and resolving issues or directing visitors/callers appropriately
• File case information
• Process subpoenas to agency personnel and distribute them to appropriate supervisory personnel
• Assist agency personnel and perform administrative duties as needed.

Employees in this classification may be expected to perform any related duties as required by proper authority.

Knowledge Required by the Position:

• Knowledge of applicable laws, codes, regulations, policies, and procedures related to assigned activities.
• Knowledge of agency policies and procedures.
• Knowledge of record-keeping techniques and basic mathematical principles.
• Knowledge of operating modern office equipment and current computer programs.
• Ability to work confidentially with discretion.
• Ability to understand and follow oral and written directions.
• Ability to obtain and maintain a Georgia Notary Public Certificate.
• Ability to sit at a desk for extended periods.
• Ability to pick up/move 15 pounds unassisted.
• Ability to use equipment and tools that require skill.
• Ability to see and make fine distinctions in sound.

Supervisory Controls: The Records Division Supervisor assigns work in terms of agency goals and objectives. Work is reviewed through observation, reports, and conversations about activities.

Guidelines: Guidelines include applicable laws, ordinances, rules, regulations, and standard operating procedures related to public safety communications and law enforcement standards. These guidelines require sound judgment and interpretation in application.

Personal Contacts: Contacts are typically with the public, co-workers, law enforcement officers, county employees, and employees from other governments and agencies.

 Purpose of Contacts:  Contacts are typically to give and exchange information, resolve conflicts, and provide services.

 Physical Demands: Work is typically in an office environment.

 Work Environment: Work is typically performed in an office environment. Employees may work at any location within the County. 

Supervisory and Management Responsibility: None.

Minimum Qualifications:

• High school diploma or equivalent.
• One to three years of related experience.
• May be required to obtain certification as a basic terminal operator for GCIC/NCIC within one year (agency training provided).
• You may be required to demonstrate data entry skills through the completion of a skills test during the pre-employment process.
• Equivalent combination of education and experience.