Part-time Records Clerk

Job Title: Part-time Records Clerk

Department: Police Department

FLSA Status: Non-exempt

Hours: Weekends (flexible schedule)

Pay rate: $17.00

Scope of Work
This is somewhat complex administrative and clerical work involving records maintenance; computer entry, coding and verification; report preparation; and general clerical support.

Essential Job Functions

The job functions listed herein are neither exclusive nor exhaustive, but are intended to be illustrative of the types of tasks the employee will most likely be expected to perform on a regular basis. The employee may be asked to perform different or additional tasks than the ones listed here, as the needs of the employer and/or the requirements of the position change.

Maintains records on all court related matters including dispositions of criminal cases and traffic tickets; creates and maintains arrest records, incident reports, warrants, case files, rap sheets, LEADS message cards, driving abstracts, pet and bicycle licenses; maintains and files Police Incident Reports, property inventory, tow reports and accident reports; maintains CAD system location database, adding new employee information and residential and business location files; processes driver's license confiscation forms, FBI and Illinois arrest cards, and copies of reports for insurance companies; prepares files for court and administrative hearings and assures completeness; processes record requests from the public; handles record expungement requests; processes payment of fees and fines; acts as liaison with collection agencies; assists with report preparation as requested; promotes and maintains community relations. The Records Clerk also responds to record requests and subpoenas, maintains criminal case files (Police) and maintains records in accordance with state requirements. The position requires a detailed knowledge of the operations of the police department and the court system.

Other Job Functions

Performs related duties as assigned.

Requirements of Work
Graduation from high school or GED equivalent, supplemented by the successful completion of a records training program and a one year probation period with an acceptable evaluation; or any equivalent combination of education and training which provides the following knowledge, ability and skills:

Knowledge of:
• Business English, grammar and punctuation.
• Standard office procedures, equipment and clerical techniques.
• The operations of the Police Department and the court system

Ability to:
• Operate basic office equipment including typewriter, telephone, computer, etc.
• File numerically, alphabetically and chronologically.
• Work effectively in stressful situations.
• Accept and learn from constructive criticism.
• Follow department procedures.
• Maintain confidential information.
• Work and deal with unusual, abnormal and unpleasant human behavior.
• Recognize safety hazards and take action to correct as necessary.

Skill in:
• Oral and written communications.
• Research and organization.
• Public relations.

Necessary Special Requirements

Position generally works in eight hour shift which may on occasion be extended due to emergency, disaster, personnel shortage or workload; complete records service is provided to the community 24 hours per day, seven days per week. Must become LEADS certified within six months of employment and remain certified. Must be required to pass a drug screen, criminal and financial background check.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.
• The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, or crawl; and smell.
• The employee must occasionally lift and/or move up to 25 pounds.
• While performing the duties of the job, the employee may be exposed to unpleasant or excessive noise, dust, smoke, odors, etc.

Miscellaneous Information

Please include a resume with your application

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