Job Description

Clerical Position

This is a clerical position, providing clerical, records management, data entry, and customer service to the Records Division of the Florence Police Department. Responsibilities include, but not limited to; processing/maintaining police records, records requests, assisting/customer service to the public and other agencies, preparing/validating information provided on required State and Federal reports, and other duties as assigned by the Records Supervisor.

Essential Duties and Responsibilities and Supervision Required

Clerical Duties:

• Scan arrest warrants, witness statements, and other documents provided by officers into the records management system.
• Answer telephone calls and assist customers at the Records Division lobby window.
• Answer questions, complete local background checks, and provide authorized reports and documents to requestors.
• Collect payments for reports, fingerprints, background checks, subpoenas, and other services using the approved payment system.
• Maintain and reconcile the cash drawer, prepare deposits, and complete required payment/audit reports.

Reporting Duties:

• Process police reports and associated records.
• Monitor reports pending officer completion and maintain workflow status report.
• Perform routine maintenance and make corrections to records within Department systems.
• Prepare monthly and other reports as requested by the Department or outside agencies.
• Respond to authorized records requests from the FBI, Alabama Bureau of Pardon & Paroles, District Attorney's office, or other government or law-enforcement agencies.

Computer Data Entry Duties:

• Prepare, review, and validate incident/arrest data for electronic retrieval and State of Alabama NIBRS submission.
• Enter, review, and maintain traffic crash reports and associated records.
• Review State system returns to verify the accuracy of the person/vehicle records and resolve duplicate records as necessary.

Miscellaneous Duties:

• Distribute mail, packages, and officer subpoenas within the Florence Police Department in a timely manner.
• Deliver mail and packages to other City departments as needed.
• Perform other duties as assigned or required.

Minimum Qualifications, Experience, Training, & License

1. High school diploma/GED.
2. Minimum of one (1) year of office administration, records management, data entry, customer service, or related experience. Law enforcement, government, records management (including confidential) experience preferred.
3. Ability to successfully complete and maintain any system training or certifications required for criminal-justice information and records management.
4. Ability to successfully complete all required background and security screenings.
5. Proficient with computers and knowledge of Microsoft Office.
6. Must have a valid driver's license and ability to meet the City's driving requirements.

Required Knowledge Skills Abilities

1. Must have knowledge of general office practices/policies/procedures.
2. Must have knowledge of basic records management practices/procedures.
3. Proficient with computers and knowledge of Microsoft Office, standard office equipment, and ability to learn law-enforcement software.
4. Ability to accurately enter, review, retrieve, and maintain electronic records
5. Ability to understand/interpret and follow laws, policies, procedures, and reporting requirements related to law-enforcement records
6. Ability to maintain the confidentiality and security of sensitive and criminal-justice information.
7. Ability to communicate professionally with Department personnel, other agencies, and the public.
8. Ability to prioritize assignments, meet deadlines, and maintain accuracy even with frequent interruptions.
9. Ability to work independently, exercise sound judgment, and learn new procedures and responsibilities.

Employee works independently with minimal supervision and is responsible for carrying out assignments and meeting deadlines. Employee reports directly to the Records Supervisor.

Physical Demands (with or without accommodations):

• Prolonged periods of sitting and repetitive work at computer and keyboard.
• Periods of prolonged standing and frequent moving within the work area.
• Occasional bending, reaching, lifting files, records, packages, and other office products.
• Close visual/mental concentration for prolonged periods (computer entry).
• Average mental stress, pressure, and strain.

Equipment/Tools Used: Basic office equipment (computer, copier, telephone, etc.), scanners, document imaging equipment.

Benefits

We offer a complete benefits package to full-time employees, including health care, dental, retirement, deferred compensation plans, life insurance, long-term disability, holidays, vacation, and sick leave.

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