RECORDS CLERK

JOB SUMMARY

Under general supervision, performs supervisory, secretarial, and clerical activities for the Police Department. Work involves controlling and maintaining police records; maintaining and disseminating records in accordance with policy and procedure; performing data entry in processing information and records into hard copy and electronic systems; maintaining and controlling office supplies; maintaining and providing statistical dated related to crime and traffic; completing expungements; making copies of reports and supplements; processing subpoenas and Freedom of Information requests; and performing related tasks associated with supporting office operations.

ESSENTIAL JOB FUNCTIONS

• Maintains an effective records system; controls and maintains police records; and maintains and disseminates records in accordance with policy and procedures.
• Performs data entry tasks in processing information and records utilizing various types of office equipment as needed.
• Maintains and provides statistical data related to crime and traffic.
• Conducts routine secretarial and clerical activities.
• Maintains and enters incidents, supplements, booking, and warrants into assigned computer software.
• Verifies NCIC entry; makes the additions of NCIC numbers to reports; and attaches bond paperwork to original reports.
• Verifies or redacts release of media reports.
• Completes expungements as required by law and department policy.
• Makes copies of reports for SLED, Department of Juvenile Justice, General Session packets, Detective packets, etc.
• Retrieves and makes copies of reports for officers, lawyers, insurance companies, etc.
• Enters booking photographs into assigned computer software.
• Logs tickets for court and the State; handles the responsibility for the ticket audit that is sent to the State.
• Assigns tickets and warning ticket books to Officers; maintains a log of assignments.
• Enters property release forms.
• Runs monthly crime reports.
• Operates a cash register for accounts receivables.
• Handles and monitors petty cash flow; invoices and receives funeral payments.
• Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, etc.
• Receives and/or reviews a variety of records and reports (such as incident reports, traffic reports, traffic tickets, supplemental reports, booking, warrants, and NCIC certification).
• Prepares and/or processes a variety of documentation (such as General Session Court packets, Juvenile packets, traffic reports, and statistical data).
• Refers to incident reports, computer information, traffic reports, supplementals, error report from SLED, policy and procedure manuals, codes/laws/regulations, publications and reference texts, etc.
• Operates a variety of office equipment and machinery (such as computer, copy machine, fax machine, cash register, etc.).
• Uses a variety of tools (such as telephone, hole punch, paper cutter, calculator, paper shredder, stapler, staple remover, scissors, standard office tools, etc.); a variety of supplies (such as paper, writing instruments, general office supplies, etc.); and a variety of computer software (such as Spillman, Microsoft Excel, Microsoft Access, Omni Form, Microsoft Word, etc.).
• Interacts and communicates with various groups and individuals (such as Captain, subordinates, coworkers, other Town employees, court personnel, and the general public).
• Performs other related duties as required.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

MINIMUM EDUCATION AND EXPERIENCE

Requires a high school diploma or equivalent with nine to twelve months’ experience in an office environment; or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities. An Associate’s degree and a National Crime Information Center (NCIC) certification are preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the methods, policies, and procedures of the Police Department as they pertain to the performance of duties of the Records Clerk.
• Knowledge of the practices, procedures, rules and regulations of the department as they pertain to records requirements, maintenance, control, preparation, and dissemination.
• Knowledge of the terminology used within the department.
• Knowledge of how to operate a variety of equipment and machines such as a computer, calculator, etc.
• Knowledge of and skill in the maintenance of efficient filing systems.
• Knowledge of proper English usage, vocabulary, punctuation, and spelling; knowledge of basic mathematics.
• Knowledge of computer applications and the utilization of such in completing related tasks.
• Knowledge of and is skilled in the supervisory responsibilities of the position.
• Knowledge of how to demonstrate continual progress in professional growth and constant professionalism.
• Skill in organization and human relations.
• Ability to communicate effectively with others both in person and over the telephone in a clear and concise manner.
• Ability to compile, organize, prepare, and maintain an assortment of records, reports, and related statistical information.
• Ability to comprehend, interpret, and apply regulations, procedures, and departmental instructions.
• Ability to type accurately at a rate sufficient for the successful performance of assigned duties.
• Ability to maintain accurate and up-to-date records.
• Ability to use independent judgment in performing routine tasks.
• Ability to plan, organize, and prioritize daily assignments and work activities.

PHYSICAL REQUIREMENTS

Must be physically able to operate a variety of office machines including computers, calculator, copier, etc. Must be able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Position involves standing for periods as well as sedentary work. May involve reaching, stooping, and balancing.

ADDITIONAL INFORMATION:

Benefits Offered

Health insurance
Dental insurance
Life insurance
SC Retirement System
401k deferred compensation
457b deferred compensation
Vacation Leave
Sick Leave
Holiday Leave (12 holidays)
Flexible Spending Accounts
Other Voluntary Insurance

The Town of Summerville is an Equal Opportunity Employer and will recruit and hire employees without regard to race, religion, color, national origin, genetic information, sex (including pregnancy, childbirth, and related conditions), age, political affiliation or disability, except when physical condition is a bona fide occupational qualification, and any other status protected by federal or state law.

APPLICATION SPECIAL INSTRUCTION

Please upload your resume and a list of references.