Police Records Clerk jobs in South Carolina

Full Time / 40 hours per week

Purpose of Classification:

The purpose of this classification is to prepare, generate, and/or edit department reports, process department forms and documents, enter data into databases, and assist the general public, law enforcement officials, and other interested parties with Police Department records-related questions.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Receives, reviews, prepares and/or processes department documents such as police incident and criminal investigation reports, accident reports, citations, warrants, impound records, etc.: verifies, completes and/or codes required information; enters information into department and national databases; updates database information; verifies accuracy and completeness data entered; creates new files and purges old data as established by records retention rules; maintains copies in department files; expunges and seals records in response to court orders.

Utilizes National Crime Information Center terminal and other databases: conducts background and criminal history checks; enters information regarding tags, driver’s licenses, warrants, missing persons, and stolen property; and obtains, retrieves and relays information to police officers, detectives, other law enforcement or other staff as requested.

Performs general customer service functions: answers telephones; greets customers and visitors; provides assistance, requested documents, and information regarding department services and procedures; refers callers to other staff members as appropriate; and takes and forwards messages.

Processes requests for records and reports: receives requests from courts, attorneys, law enforcement personnel or agencies, victims and the general public; retrieves police and incident reports; determines confidentiality of requested document and report; verifies identities and assures authority of individuals to receive confidential information; establishes quantity of information requester is authorized to receive; forwards and/or mails accordingly; and ensures reports are provided in a timely manner.

Processes payments for documents: accepts payments and records receipt of same; balances cash drawer; and maintains related documentation.

Ensures all activities are in compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations.

Processes a variety of other documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with supervisor, other City employees, law enforcement, attorneys, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

High School Diploma or GED required; supplemented by two years of experience in records processing and management preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid South Carolina driver’s license. Must possess and maintain a National Crime Information Center Basic Terminal Operator certification.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information, such as police reports, fingerprint cards, tickets, citations, suspensions, Council report, incident lists, collision reports, open records requests, etc.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Fountain Inn is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The City reserves the right to revise this position description at any time.