DEFINITION

Performs a variety of activities involved in the preparation, screening, routing, filing, and distribution of public safety reports and records; performs other duties as required.

DISTINGUISHING CHARACTERISTICS

The Public Safety Records Clerk is an experienced working level position responsible for the preparation, screening, routing, filing, and proper distribution of police and other public safety related reports. This position is distinguished from the Public Safety Records Supervisor which has on-going supervisory responsibility for several positions within the Records Bureau.

SUPERVISION RECEIVED/EXERCISED

General supervision is provided by the Public Safety Records Supervisor. Incumbents may provide training in records functions to other employees when assigned.

ESSENTIAL DUTIES

Sorts, reviews, and screens police reports for completeness before forwarding to the District Attorney, defendants, victims, and other government agencies; files and retrieves all reports and records for the Public Safety Department; responds to requests for records and ascertains others' right of access to police record information prior to release; maintains control of records for tracking of case files; researches a variety of information from Department records; maintains current information on laws and regulations affecting the maintenance of police records; assures the accuracy and completeness of records; categorizes statistics according to a variety of guidelines and criteria; processes documents related to the towing and impounding of vehicles and the subsequent release of vehicles; types and data enters a variety of information into police records systems; maintains detail tracking reports of all cases; provides backup for office duties; answers incoming telephone calls for the Records Bureau; responds to a variety of requests for information concerning Public Safety Department functions and policies; operates a variety of office equipment.

OTHER DUTIES

May oversee filing performed by other staff; processes finger print cards; processes documents related to Department background checks; processes delayed notification to repossessed vehicles; orders office supplies for the Department; maintains an audio library; destroys documents in compliance with applicable laws and procedures; may perform receptionist duties at the Department's front counter.

Experience/Education

Sufficient experience and education to successfully perform the duties of the Public Safety Records Clerk A typical way of obtaining the required qualifications is to possess two years of work experience processing and preparing reports and documents in a public safety agency.

Knowledge/Skill/Ability

Considerable knowledge of laws, rules, and regulations governing the maintenance and release of information from police records; operations, policies, procedures, and functions of the Public Safety Department; methodologies used in maintaining and reporting crime statistics; basic understanding of law enforcement terminology; correct English usage, spelling, grammar, and punctuation; modern office practices and procedures; proper telephone techniques and procedures. Ability to maintain responsibility for the preparation, updating, and release of information from police records; interpret and apply laws and regulations governing the maintenance of police records; train other personnel in record keeping methods and procedures; research and compile statistical information; perform a variety of complex office assistance and administrative report work; maintain courteous and tactful, but firm relationship with the public and representatives of other agencies; establish and maintain cooperative working relationships.

Working Conditions

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing correspondence, reports and data entry, using a computer key board. Additionally, the position requires near vision in reading reports and other documents and using the computer, and hearing is required when providing phone and counter service. The need to lift, drag, and push files and computer reports weighing up to 25 pounds also is required.