Records Clerk

Job Summary

Under general supervision answers multi-line telephone, directs calls or takes messages, assists visitors and provides information regarding reports and/or records procedures; codes and processes various reports and enters information into NCIC database; creates electronic files of accident reports and issues reports to citizens upon request. Verifies SID and FBI numbers against arrest records and forwards to appropriate agency; maintains files and retrieves documents as needed, documents and updates logs, periodically purges files, compiles information and prepares routine reports as directed; issues and accepts applications for taxi permits and renewals; runs driver license check to verify issuance of license or renewal and performs additional duties in support of the department as needed or upon request.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Answers multi-line telephone, directs calls, takes messages or provides callers with information.
• Assists customers at window by providing directions and obtaining information regarding reports. Receives payment for reports issued, prepares and issues receipts.
• Assists officers by retrieving records or other information needed for court or case preparation.
• Receives and processes incident/offense reports by documenting NCIC/UCR code and entering information into computer database.
• Enters information on stolen property into national database.
• Processes arrest reports and forward electronic file to state reporting agency.
• Processes felony and misdemeanor arrest reports, assigns code according to offense.
• Processes and files Barred from Housing documents.
• Receives and processes UTC tickets and obtain driver history reports for court hearings.
• Obtains necessary information from customers regarding reports requested and retrieves copy of report from files to provide citizens.
• Requests and verifies identification to ensure requesting customer is authorized recipient.
• Issues reports to include accident reports along with SR13, incident and offense reports, explains procedure and collects report fee.
• Issues incident reports to victims for use in signing warrants with court system.
• Receives “mail-in” request from insurance companies for reports; copies and forwards to requesting agency.
• Searches computer database and records to obtain criminal history reports; forwards to appropriate personnel.
• Maintains file of outstanding warrants, traffic citations and incident/offense reports, arrest reports and accident reports.
• Maintains file of DUI case information to include arrest reports and blood alcohol test results.
• Maintains files of traffic and non-traffic transmittals.
• Maintains log of criminal history checks.
• Documents and maintains file of vehicle impound records; conducts search on VIN of abandon vehicles to identify owners.
• Updates and maintains files of Daily Readings.
• Searches and retrieves criminal/driver history reports from computer files and forwards to Municipal Court.
• Periodically purges files and stores in archive files and monthly Statistical Report detailing accidents, fatalities, citations and other information and forward to Office Manager.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
Have (1) year post high school training in business technology. .

Experience
Two (2) years increasingly responsible office experience.

Licenses or Certifications Required
Valid Identification from State of Residence.

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Office procedures and methods to include reception, records management and document production and use of standard office equipment.
• Administrative requirements of Police Department and Court system.
• Skills to produce text or numerical documents including letters, correspondence, memoranda or statistical reports.
• Word processing, spreadsheet and database software; keyboarding skills to enter and produce accurate typewritten or word processed documents, forms and reports.
• Knowledge of the Records office operations and procedures.

Ability to:

• Read and comprehend slightly complex administrative material.
• Write including grammar, style, syntax and spelling to produce clear written material.
• Compose routine letters, memoranda and related office documents.
• Verbally communicate with co-workers and provide general information to the public.
• Perform simple financial calculations and solve numerical problems.
• Access Spillman system to retrieve information.
• Interact with the public and other agency representatives.
• Carry out written and oral instructions.
• Establish and maintain effective working relationships with City staff and the general public.
• Work under general supervision where standard practice enables duties to be performed alone referring questionable cases to supervisor.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Indoor office environment

Physical Demands: See accompanying page for details

Key Working Relationship: Supervisor, Police Staff, coworkers and Citizens.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.