Police Records Clerk jobs in Dayton, OH

Job Summary:

The main function of this position is to maintain information from the police agency to the police officer, to other agencies and organizations, and to the citizens.

ESSENTIAL FUNCTIONS:

• Receives incoming calls, obtains essential data, evaluates the situation, and initiates an appropriate response in a courteous and professional manner.
• Gathers and provides information to persons and/or refers persons to alternative sources to handle problems not associated with the police department to ensure the dissemination of essential information to department employees.
• Handles emotionally, hostile persons on the telephone or in the lobby professionally, courteously, and competently.
• Assists in greeting and welcoming attorneys, trustees, businesspersons, residents, and other members of the public attending functions or meeting at the station.
• Receives paperwork and reviews for entry, promptly and courteously notifying supervisor of any deficiencies to allow for corrections.
• Processes requests for copies of police reports and 911 calls, including proper completion of necessary receipts, in a timely manner. Is able to redact information from reports according to the Ohio Sunshine Laws.
• Maintains a wide variety of records and logs (such as prosecutor packets, tow releases, junk affidavits, document scanning and court paperwork, as well as monthly job duty statistics and citation statistics), accurately and completely and conducts file card searches as necessary.
• Receives and acknowledges, promptly records court notifications, and forwards in a timely manner, to help ensure proper adjudication of persons arrested by the police.

We are seeking a detail-oriented and highly organized Records Specialist to join our team. The Records Specialist will be responsible for managing and maintaining records, ensuring accuracy, accessibility, and compliance with relevant regulations. This role requires strong organizational skills, attention to detail, and proficiency in document management systems.

• Assists police officers in handling complaints when possible, in a professional, courteous manner. Receives traffic citations and accident reports from officers and enters them into in-house computers to ensure accurate, timely entry.
• Competently operates as needed, laser printer, copiers, computer printers, calculators, and other office machinery.
• Monitors copier supplies, pencils, paper, and other office supplies and reports deficiencies to the assigned records clerk.
• Processes paperwork for expungements (sealing of records), appeals, and other court actions as directed by the prosecutor to ensure prompt and accurate preparation.
• Actively participates in training programs as a student or an instructor to improve knowledge and/or knowledge of others to ensure maximized department efficiency.
• Assists in compiling OIBRS Crime Reports to ensure accurate reporting to the FBI.
• Assists in the accreditation process as needed or directed. Or other duties as directed by the Chief of Police.
• Represents the police department in a professional and positive manner at meetings, functions, and events.
• Keep a record of petty cash and balance petty cash box every quarter.
• Run LEADS information for officers and is able to help with yearly LEADS qualification testing.
• Maintains file destruction list according to the Ohio Historical Society standards.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION, TRAINING and/or EXPERIENCE: High school diploma or G.E.D. equivalent. Must obtain a thorough operating knowledge of the in-house computer systems. Knowledge of the Ohio Sunshine Laws.

SPECIAL REQUIREMENTS: A valid driver’s license. Must be bondable.

LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. In all matters, exercises sound practical judgment; that degree of intelligence and reason, as exercised upon the relations of persons and things and the ordinary affairs of life, which is possessed by the generality of mankind, and which would suffice to direct the conduct and actions of the individual in a manner to agree with the behavior of ordinary persons.

TOOLS AND EQUIPMENT USED: Computer terminals, paging equipment, telephone, typewriter, copy machine, fax machine.

ATTENDANCE REQUIREMENTS: In accordance with hours determined by the Chief of Police.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is frequently required to sit, talk and hear, use hands and fingers to handle or feel objects, tools, or controls and to reach with hands and arms. The employee must be able to lift and/or move varying amounts of weight, depending upon the task at hand. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK EVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essentials of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

SELECTION GUIDELINES: Formal application, rating of education and experience, oral interview and reference/background check, polygraph test, job related tests may be required.

PERFORMANCE REVIEW GUIDELINES: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Equal Opportunity Employer

Job Type: Full-time

Pay: $20.06 - $25.08 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person