Free Sample Job Description P54-Records Spec -04

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Free Sample Job Description  P54-Records Spec -04 Powered By Docstoc

NATURE OF WORK: Under general supervision, performs routine to moderately complex clerical work in the Police Department. Performs typing, filing, record retrieval and maintenance, as well as receptionist duties assisting the public at the counter relative to requests for information concerning traffic violations, misdemeanor citations, criminal and court procedures in accordance with well-defined, established Departmental procedures in compliance with various State, municipal, and Federal laws relative to maintenance of law enforcement record systems. Duties include assisting with primary business telephone lines for the Police Department. ESSENTIAL DUTIES: The following duties are not inclusive of all duties, and the incumbent performs other related duties as required. 1. Performs routine office procedures, including filing, typing of correspondence, reports, memorandums, and other related documents in the Police Department. 2. Handles reports from the public over the telephone and in person at the public counter, concerning case reports, arrest records, court records, warrants, subpoenas, citations, parking violations, and other related paperwork. 3. Enters data into the Police Records System, cross-indexes information between records, and inputs information in the Computer Record System, disseminates Criminal History Records Information (C.H.R.I.) as assigned, as well as maintains manual files for cross-indexing. 4. Handles requests for information from insurance companies relative to traffic violations, collects fees for citations, issues copies of Police Reports. 5. Researches crime and suspect information from the Record System for Police Officers' criminal investigations. 6. Provides information and assistance in non-emergency situations to citizens by telephone and at the public counter relative to law enforcement procedures and the policies of the City of Port Angeles Police Department. 7. Compiles and prepares summary reports of law enforcement information for statistical purposes, as assigned. 8. Types a variety of correspondence, memos, and reports from a dictaphone and hand-written copy for Police reports and criminal investigations, using word processing software and microcomputer. 9. Operates a variety of office equipment, including a typewriter, dictaphone, copy machine, fax machine, 10-key calculator, and other related office equipment. 10. Answers phone lines for office and non-emergency matters EXPERIENCE AND TRAINING REQUIREMENTS: • • • Three years of responsible clerical experience involving considerable public contact and a typing speed of 55 words per minute, or an equivalent combination of education and experience. Complition of significant related coursework or graduatation from a recognized business college may substituted for a portion of the required experience.


Must have sufficient visual acuity and hearing to perform the necessary functions of the job, which may include the use of electronic aids to assist the employee as needed.

KNOWLEDGE, ABILITIES, AND SKILLS: • • • • • Knowledge of modern office procedures and practices. Knowledge of Police Department policies, procedures, and work rules that pertain to clerical support staff. Knowledge of public relations practices and techniques. Knowledge of proper punctuation, grammar, spelling, and sentence structure. Knowledge of the State Criminal Justice System and Police terminology relative to law enforcement record systems.

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Ability to transcribe dictation and compose routine letters and memos. Ability to read, write, and speak the English language at a level necessary for efficient job performance. Ability to work independently with a minimum of supervision. Ability to establish and maintain effective working relationships with fellow employees and the general public. Knowledge of word processing software applications and familiarity with personal computers. Ability to operate a variety of office equipment, including typewriter, computer terminal, copy machine, dictaphone, 10-key calculator, and other related office equipment. Ability to work effectively with the public and co-workers tactfully, and maintain confidentiality of all aspects of employment on or off the job. Ability to present a positive image of the City of Port Angeles under confrontational circumstances, and handle the public in a diplomatic fashion.

APPROVAL SIGNATURES: Department Head____________________________________________ Date________________________ City Manager________________________________________________ Date________________________ Human Resources Mgr. ______________________________________ Date _______________________ Effective date: Union: Teamsters #589