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Police - Records Clerk
Under the direction of the Office Manager, maintains records including citations,
accidents, arrests, and other related records or reports. Answers telephones,
routing them to the proper authority. Deals with the public, providing information,
copies of reports, and receives fines for parking violations. Inputs, updates,
and retrieves data on the computer system. Researches criminal reports and
accidents for the City Attorney and County Attorney.
Essential
Function Statements
- Answers telephone and personal inquiries from the public and routes
visitors and telephone calls to the proper authority.
- Secures and provides information to the public which often requires
interpretation of regulations and policies.
- Performs full range of specialized police clerical functions and the
processing of a variety of police reports for the St. George Police
Department. This includes reports and records involving citations, arrests,
accidents, and criminal and non-criminal complaints.
- Responds to requests for confidential law enforcement information
by retrieving information from computer system or micro-fiche. Checks
for accuracy of information retrieved and provides a hard copy when
necessary.
- Operates computer terminal to retrieve and update information in computer
system.
- Enters all traffic accidents into the computer system for later retrieval
of needed information.
- Process mail inquires from insurance companies requesting police or
accident reports and issue receipts.
- Processes and forwards all reportable accident reports to the Utah
State Department of Public Safety as required by state law.
- Matches cases with police reports and ensures all supplemental reports
are included. Provides copies of reports for the assigned detective/officer
or for other law enforcement agencies.
- Researches traffic accidents and case reports from the public when
they have questions and need copies of said reports.
- Assist police officers in obtaining case reports and records for court
proceedings.
- Forwards required report forms, DUI's, State Impounds, citations,
etc., to the proper agency. Forwards all confiscated driver's licenses
to the Driver's License Division.
- Types required information on all fingerprint cards for persons arrested
and booked into the Washington County Corrections Facility by department
officers as needed.
- Receives fine payments from the public for parking violations, also
fees for copies of police reports, fingerprinting, and vehicle impounds.
Provides receipts for monies received.
- Calms irate and abusive citizens.
- Responds to citizens comments and complaints as rapidly as possible
with correct information. May refer difficult situations to supervisors.
- Works with the City Attorney on collections of delinquent parking
citations and researches special requests for case reports.
- Responds to other law enforcement agencies and organizations requests
for case information or information regarding victims, suspects, or
arrests.
- Receives initial request from the news media and refers to the proper
department personnel to ensure the release of timely and correct information.
- Alerts management to apparent computer system problems.
- Operates various office machines; 10-key, copying machine, fax machine,
micro-fiche machine, recorders, etc.
- Cross-trained in several secretarial duties: open, screen, and route
incoming mail; process subpoenas and summonses for City and County Attorney;
small claims service for cases involving the City.
- Performs related duties as required. Receives all Emergency 911 telephone
calls from all areas within Washington County. This includes medical,
police, and fire emergencies.
Minimum Qualifications
Graduation from high school or G.E.D. equivalence.; Typing speed of 40 words
per minute (net).; Two years experience in general office procedures.
Knowledge Of
St. George Police Department policies and procedures dealing with public
inquires and all police related activity; standard office practices and
procedures; correct English usage, spelling and punctuation, and grammar;
fine and fee schedules; police computer data system and state computer operating
systems.
Ability to
Establish and maintain effective working relations with elected city
officials, department heads, supervisors, and employees; establish and maintain
good working relations with other law enforcement agencies and personnel;
effectively communicate with citizens including the ability to elicit information
from upset and irate citizens; exercise good judgement and make sound decisions;
perform math calculations accurately; research data; count change; operate
standard office equipment including computer terminals, 10-key machines,
micro-fiche machines, copying machines, etc..
Understand and follow oral and written instructions; communicate clearly
and concisely both oral and written information. Establish and maintain
cooperative working relationships with those contacted in course of work.
Maintain physical condition appropriate to perform assigned duties.
Job may include sitting or standing for extended periods. Operate assigned
equipment; work in a paramilitary organization which relies on policies
and procedures to govern the behavior of officers and civilians.
Working Condtions
Position requires mostly sitting at assigned work station for long periods
of time, some standing and walking. A small percentage of time may be spent
lifting or carrying weights up to 20 pounds.
Close working conditions and periodic loud noise level.
Have limited opportunity to socialize with co-workers or others during work
shift.
Work within an organization structured on a military model (i.e. uniforms,
chain of command, grooming standards).
Work shift work with rotating schedules. Work weekends and holidays.
Constant exposure to stress caused by fluctuating work loads, shift changes,
rotating assignments, and dealing with people under crisis situations.
Note: All applicants are subject to a police background investigation.
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