Title: Records Clerk FLSA: Non-Exempt Department: Police Department Salary Range: NE3: $21.882- 31.729/hour Reports To: Records Supervisor Last Revised: Oct. 2024 POSITION SUMMARY: Under general supervision by the Records Supervisor, the Records Clerk performs clerical and technical duties related to the processing, maintenance, and retention of all records produced within the Police Department while portraying a high standard of customer service at all times. Duties include, but are not limited to: filing, retrieving, retention, and processing of any and all records and records requests in accordance with local, state, or federal requirements (e.g. Texas Public Information Act). The incumbent will also manage the filing of misdemeanor and felony cases to the appropriate District Attorney offices. This position is highly visible involving regular contact with the general public. Contact may deal with sensitive and confidential issues, and requires initiative, considerable judgement, and tact. ESSENTIAL DUTIES and RESPONSIBILITIES: Receive, review, scan, verify, enter, and maintain physical, electronic, and digital records, including but not limited to: arrest reports; criminal history, offense, and traffic reports; crash reports; police activity reports; arrest and search warrants; and witness statements. Process expunctions and records sealing when directed by court order. Perform records destruction according to record retention schedules and city regulations. Review offense, arrest, and accident reports, and all report supplements, to ensure NIBRS standards are met, as well as the completeness, accuracy, and compliance of those records with city, state, and federal guidelines. Verify all documents and supporting information are accurately and correctly filed in the Records Management System. Process cases through the collection of all related documentation, reports, investigative details, and digital media, and electronically file to the appropriate District Attorneys office. Assist customers, in person or by telephone, email, or fax, with various @types of records requests, including but not limited to: arrest, offense, accident, or incident reports; forms; open records requests; warrants; affidavits; and protective orders. Performs records and background checks. Process interagency requests for reports and data, including requests from District Attorney offices, Child Protective Services, Probation and Parole, and other police agencies. Provide administrative, technical, and clerical support through a variety of duties, including, but not limited to: research, compile, and analyze information from various sources; prepare daily reports for case assignments; maintain offense, arrest, and crash report log; prepare detailed reports as needed; data entry; and scanning of documents. Maintain knowledge of various industry, departmental, city, state, and federal regulations, including, but not limited to: retention schedules of various records according to the Texas State Library; departmental policies; current laws; public safety terminology; and appropriate handling of sensitive, confidential information. Provide customer service to citizens, other City employees, and other parties by phone and in person. Communicate professionally, promptly, effectively, and courteously with fellow employees and the public in writing, in person, and on the telephone. ADDITIONAL DUTIES and RESPONSIBILITIES: Regular and punctual attendance is required. Attend required training in records retention, Texas Public Information Act, and other topics to maintain current industry knowledge. Assist with projects, assignments, and reports as requested. Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Knowledge of municipal record keeping, record retention, the Public Information Act, and the Texas Local Government Code. Excellent oral, interpersonal, and written communication skills. Knowledge of Microsoft Office (i.e. Word, Excel, PowerPoint, etc.). Ability to comprehend, maintain knowledge of, and apply local, state, and federal policies and legislation. Ability to work well under pressure; prioritize effectively; exhibit appropriate decision making; and perform successfully in a dynamic, changing environment with professionalism, flexibility, and adaptability. Ability to utilize strong attention to detail; exhibit effective professional judgement through initiative and creative problem solving; and effective organization skills. Ability to work effectively in a team environment, and treat employees, co-workers, and customers with professionalism, courtesy, and respect. Ability to maintain strict confidentiality in all aspects of the job. Ability to adhere to all department and City policies and procedures. MINIMUM QUALIFICATIONS: High School diploma or GED. Three (3) years experience in a similar position. Municipal public safety records experience preferred. Training in, or successfully complete said training: - Public Information Act training through the Texas Attorney Generals Office (or complete within three [3] months of start date) - Legislative Update from the Texas Municipal League (attendance within the last twelve [12] months) - CJIS Security Awareness (or complete within six [6] months of start date) - TLETS/TCIC training (or complete within six [6] months of start date) Must have valid Texas Drivers license and safe driving record. Must pass a pre-employment screening, background check and employment eligibility verifications. PHYSICAL DEMANDS and WORK ENVIRONMENT: The essential functions of this position are performed primarily in an indoor environment and in a seated position. Position requires frequent sitting, repetitive motions, lifting of negligible weights, fine dexterity and the ability to clearly see and hear. Occasional pushing, pulling, bending, carrying, lifting up to fifty (50) pounds and kneeling may be required for some duties. Must be able to use various office equipment, including but not limited to, computers, audio/visual technology, telephones, fax machines, printers, copiers, etc. Some work may be performed in an outdoor environment in which the employee may be exposed to heat, cold, inclement weather, dust, strong odors, etc. When performing work outdoors, the position requires occasional standing for long periods of time, walking, climbing, crouching, kneeling, bending. All safety guidelines must be observed and safety equipment worn where required.
EQUAL EMPLOYMENT STATEMENT: The City of Roanoke provides equal employment opportunitiesto all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the City of Roanoke complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training. The physical demands described in this document are representative of those that must be met by an employee to successfully perform the essential functions of this jobs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. JOB DESCRIPTION SIGNATURES: This job description is approved by the Department Director and Human Resources. By signing below, I, the employee, acknowledge that I have read and understood the requirements, essential duties and expectations of this position. Employee Signature Date
