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Form of workJob Description
GENERAL DESCRIPTION
Under occasional supervision, this position performs various routine-to-moderately complex and specialized clerical activities related to the maintenance and processing of Police Chief's Office records and performs related clerical and administrative work as assigned. Reports to the Records Supervisor.
ESSENTIAL JOB FUNCTIONS
- The tasks listed below represent most of the time spent working in this position. Supervisor may assign additional tasks within the scope of this classification as necessary.
- Receives, reviews, processes /enters, tracks and files all incident and accident reports, supplemental reports, citations, warrants, parking tickets, and other records.
- Locates and duplicate agency records and reports for officers, attorneys, court personnel, outside agencies and the general public as requested and as appropriate.
- Compiles data for reports; conducts research as necessary to locate and compile requested information; performs basic information / data analysis as assigned.
- Conducts record checks as requested.
- Collects, receipts and records various fines and fees; balances and submits monies daily to appropriate office.
- Mails confiscated driver's licenses and forms to appropriate state office.
- Assists in maintaining supply and form inventory; orders new stock as needed; issues supplies to department personnel.
- Provides limited instruction and leadership to lower-level clerical staff as assigned.
- Greets and assists department visitors.
- Answers the telephone; provides information and assistance to callers; routes calls to appropriate personnel and takes messages as necessary.
- Performs routine clerical work as required, including entering computer data, copying and filing documents, distributing daily mail, sending and receiving faxes, etc.
- Refers to policy and procedure manuals, computer manuals, directories, maps, law books, etc.
- Interacts and communicates with various individuals and agencies such as the immediate supervisor, co- workers, other department supervisors and employees, other county personnel, customers, and the general public.
- Performs other related duties as required.
KNOWLEDGE, SKILLS & ABILITIES
- Knowledgeable in the methods, policies and procedures, codes and ethics of the agency pertaining to specific duties of the Records Clerk. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
- Knowledge of the organization of the City and of related departments and agencies.
- Excellent clerical, data processing, customer service and interpersonal skills.
- Able to communicate effectively with others both in person and over the telephone in a clear and concise manner.
- Knowledge of modern office practices and equipment, including the use of computers in word and data processing and records management.
- Ability to compile organize, prepare, process, compose and maintain an assortment of records, reports, correspondence and related documents.
- Able to maintain confidentiality in reporting and record-keeping as required.
- Skilled in applying a responsible attention to detail as necessary in preparing records, reports and correspondence.
- Ability to plan, organize and prioritize daily assignments and work activities.
- Knows how to perform duties in a courteous manner and with the utmost integrity in the best interest of the public.
- Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors and providing limited leadership to assigned co-workers.
- Requires ability to read a variety of policy and procedure manuals, computer manuals, routine reports, etc.
- Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.
- Must be able to communicate effectively and efficiently with co-workers and the general public.
MINIMUM QUALIFICATIONS
High school diploma or GED equivalent.
EQUIPMENT USED
Assortment of office equipment and machines including a copier, computer, printer, calculator, typewriter, telephone, paper shredder, etc.
PHYSICAL REQUIREMENTS
- Tasks require the ability to exert light physical effort in light work, but which may involve the lifting, carrying, pushing and/or pulling of objects or materials of light weight (up to 10 pounds).
- Tasks may require extended periods of time at a keyboard or work station.
JOB LOCATION
Apopka Police Department, Occasional travel to meetings, conferences, and seminars/training schools will be required as a part of the employee's development and training.
