Job Description

TITLE: Records Clerk
STATUS: Non-Exempt
REPORTS TO: Police Chief
REVISION DATE: 4/12/2023

PURPOSE OF POSITION:
The purpose of this position is to manage police records and files and enter data into the Spillman Records Management
System (RMS) with a high degree of accuracy allowing for efficient retrieval of records.

GENERAL STATEMENT OF DUTIES:
The Records Clerk serves as the City’s custodian of Police Department records. The Records Clerk performs various clerical
and administrative duties in the department, and responds to requests for public records from the public and other law
enforcement or court officials.

The Records Clerk shall be committed to the mission, vision, and values of the Police Department and demonstrate such
through ethical conduct, community stewardship, individual initiative, and responsive service. The Records Clerk shall
demonstrate leadership and technical skills through effective communication and collaboration, proper use of department
resources, progressive decision-making, personal accountability, and responsibility.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties
may be required and assigned.

• Provides effective and efficient customer service and promotes and maintains responsive community relations.

• Reads, codes, enters, retrieves, and verifies information in Police Department’s computerized records system

• Prepares, creates, and generates routine reports of information from records database systems for local, state

and federally mandated reports.

• Responds to inquiries and provides customer service at reception window.

• Assists persons with requests for public records; researches records and information as needed to respond to

requests.

• Handle public and media requests for video from officer body-worn cameras, including redaction when necessary.

• Keeps Chief of Police and key staff apprised of status of public records requests.

• Performs various routine clerical procedures including typing, filing, data entry, researching information

• Assists other department personnel as needed.

• Establishes and maintains record keeping procedures to ensure public and police records are maintained

according to established guidelines and regulations.

• Collaborates with City Clerk to coordinate disposal of records.

• Maintains records storage areas to ensure efficient access to stored records.

• Attends various training opportunities to maintain current awareness of public records laws and other related

regulations.

• Refers citizen complaints and requests for service to police officers.

• Disseminates information to the public regarding City operations.

• Assists citizens with complaints or requests for service.

• Provides assistance for other City departments.

• Receives, records, and transmits monetary transactions.

• Receives and records accident reports.

• Enters purchase requisitions into SSI program.

• Processes invoices received by the department and refers them to the Chief of Police for payment.

• Assists in the computerization of police records and files.

• Acts as Records Custodian for court subpoenas.

• Prepares payroll for department personnel.

• Maintains all police records and files.

• Performs other duties as assigned by the Chief of Police or designee.

MINIMUM QUALIFICATIONS:
Must possess a high school diploma, or equivalent.
Must possess a valid driver license.
Prior experience in a clerical or administrative position involving public records administration and automated document
control systems, or an equivalent combination of education and experience which provides the necessary knowledge,
skills and abilities to perform the work. Any equivalent combination of training and experience will be considered.
Successfully complete thorough background investigation which may include: records checks; medical, physical,
psychological, and polygraph examinations; pre-employment drug screening.
Must maintain telephone availability.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of the City of Chardon and Police Department policies and procedures

• Knowledge of basic computer hardware and software components and operations

• Knowledge of criminal justice methods, procedures and programs

• Knowledge of NCIC, NLET, and LEADS systems, rules, regulations, broadcast message procedures, and related

guidelines including regulations regarding access and use of the system

• Knowledge of security procedures and computer personnel working directly or indirectly with the computer

system

• Knowledge of Ohio Public Records laws and other related regulations

• Ability to operate standard office equipment

• Ability to read, understand, code, and enter data from various reports and other sources of information

• Ability to review information and create/generate various computer reports

• Ability to establish and maintain effective working relationships with co-workers, supervisors, representatives of

various private and public entities, and the general public

• Ability to communicate effectively in both oral and written forms

• Analytical, problem-resolution and organizational and negotiation skills

• Knowledge of basic safety principles and practices.

• Working knowledge of location of City streets, addresses, businesses locations, and jurisdictional boundaries.

• Knowledge of all electronic equipment including phones, computers, radios, control panel, water alarm panel,

fire alarm panel, printers, copiers, and fax machines.

• Skills in records management and administrative file maintenance.

• Ability to solve problems while, at the same time, promoting the organization’s public image and mission.

• Ability to interact with the public in an efficient and respectful way.

• Ability to view, interpret, understand, and effectively communicate information in a fast paced environment.

• Ability to maintain effective working relationships with all individuals encountered during the course of work.

• LEADS TAC / AST. TAC

• UCR FBI Training

• OIBRS / NIBRS Uniform Crime Reporting

• Attorney General’s Records Admin Class

• Jail Training

• CPR/First Aid

MATERIAL AND EQUIPMENT USED:
Computer Protective and Safety Equipment

Communications Equipment Office and Technology Equipment

PHYSICAL REQUIREMENTS:

This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and
a negligible amount of force constantly to move objects. Work requires climbing, balancing, stooping, crouching, crawling,
standing, walking, running, pushing, pulling, lifting, fingering, grasping, and feeling. Vocal communication is required for
conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to receive detailed
information through oral communications and/or make fine distinctions in sound; visual acuity is required for night vision,
peripheral vision, preparing and analyzing written or computer data, visual inspection involving small defects and/ or small
parts, use of measuring devises, operation of motor vehicles or equipment, determining the accuracy and thoroughness
of work and observing general surroundings and activities. Maintain effective audio-visual discrimination and perception
needed for:

• Making observations

• Reading and writing

• Operating assigned equipment

• Communicating with others

WORK ENVIRONMENT:

The worker is subject to inside and occasionally outside environmental conditions, extreme cold, extreme heat, noise,
hazards and atmospheric conditions. The employee is required to sit for extended periods of time. The worker may be
exposed to blood borne pathogens and may be required to wear specialized personal protection equipment. Conditions
may be unsafe when away from the office setting.

In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified
individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations
with the employer.