Job Description
Job Description
JOB TITLE: Records Clerk FLSA STATUS: Non-Exempt
JOB CLASS: Full Time DEPARTMENT: Police
REPORTS TO: HPD Captain LOCATION 310 Bender, Humble, TX
WORK HOURS: Monday-Friday (Some Weekends) ESSENTIAL*: No
POSITION SUMMARY: The Records Clerk supports the police department as a custodian of records. This position is responsible for maintaining the department’s official records as required by law and municipal policy. The Records Clerk function is critical to the mission of the police department and requires someone with a high degree of expertise and competency as well as very detailed-oriented. The Records Clerk is exposed to information daily that is lawfully confidential and sensitive, and cannot be divulged to unauthorized persons.
Duties and Responsibilities:
- Act as the custodian of records for the Humble Police Department and maintain such records as required by law and/or city and departmental policy
- Conduct monthly validation of stolen vehicles, guns, missing persons and articles; verify data entered into national database and confirm monthly
- Produce and enter monthly UCR Report data to track all monthly crime stats for the FBI
- Verify RMS report data and property tables for accurate data input for UCR reporting
- Maintain sex offender files through the DPS website
- Produce statistical reports from RMS, JMS, CAD and Crystal
- Produce monthly & quarterly crime stat reports for various business entities in Humble
- Comply with open records requests received from attorneys and citizens
- Comply with subpoenas received from courts
- Maintain expunction compliance with court orders to expunge criminal records by removing all names, photos or records appearing in RMS, JMS, CAD, TXDEX and the storage facility
- Duplicate documents and audio & video recordings as required from Coban and other storage systems as required
- Act as liaison for city attorneys and the Attorney General’s office. Much of the information in records is lawfully confidential and information must be distinguished to prohibit release of sensitive information to the public
- Act as liaison for the Harris County District Attorney’s office
- Process offense and accident reports verifying and clearing errors
- Conduct audits and correct issues relative to TCIC/NCIC and CJIS compliance
- Conduct background checks for Federal Agencies, U.S. Military and generate letters for background checks on agency letterhead
- Process paperwork for DWIs to DPS
- Ensure juvenile fingerprint compliance
- Quality control of CAD system to ensure that all reported cases are submitted timely and are properly disposed
- Create canned and specialty in-house reports using Crystal Reports, CAD and Excel formats for statistical reporting as requested
- Maintain records storage areas for hard copies/original report documentation in compliance with records retention requirements
- Make county court appearances as required by subpoena
- Answer incoming telephone calls, faxes, e-mails and walk-in traffic in the lobby related to records.
- Assist with dispatch coverage in emergency situations as needed
- Receive, presort and send e-mail alerts for all U.S. Mail and delivery packages received at the police department
- Perform other duties as directed or assigned
Knowledge, Skills, and Abilities:
- Knowledge of Records Retention Laws and requirements
- Knowledge of Public Information/Open Records Requests requirements
- Ability to communicate with diverse groups of individuals using tact and diplomacy
- Perform duties with competent, professional work ethics, which require the ability to make rational and sound good decisions
Minimum Requirements:
- Must be a United States citizen
- High school diploma or G.E.D. equivalent certificate
- Minimum age requirement – 21 years of age
- Must possess a valid Texas Driver’s License
- Must be able to proficiently read, write and comprehend the English language
- Must possess and maintain adequate visual acuity and hearing ability to read, write, hear, and speak clearly in person and by telephone
- Must possess computer skills that allow one to efficiently utilize programs that relate to word processing and other needs as required by the department such as Windows, Microsoft Word, Excel, etc.
- Must have at least two years experience working in a business office environment performing various clerical, administrative and secretarial duties
- Two years experience in records management/police records management preferred
- Must not have been convicted of any Felony or Class A Misdemeanor criminal offenses
- Must not have been convicted of any Class B Misdemeanor offenses within the past ten (10) years and must not have been convicted of any crimes involving moral turpitude
- Must have demonstrated a positive past work history with a good attendance record and be punctual
- Must possess and maintain a good credit history and financial record
- Must be able to pass a drug screening and physical abilities test
- Must meet health standards not to pose a risk to the health or safety of others in the workplace, or to persons they come into contact with while in the performance of duty. This risk shall include infections or communicable diseases deemed a medical high threat, and also dysfunctional mental or psychological disorders. Assessment of risk to the health and safety of others will be based upon reasonable medical opinion and judgement
Physical Demands/Working Conditions:
This job is performed primarily in a controlled office environment. May have to sit or stand for extended periods of time and experience periods of working under tight schedules and deadlines, multiple distractions, and difficult situations with the public.
The statements contained in this job description reflect general details to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive list of work requirements. Individuals may perform other duties as assigned, including work in other divisional areas to cover for absences, to equalize work during peak periods and/or otherwise balance workload.