Police Records Clerk

Public Records Requests

• Receive and respond to public records requests in accordance with the Tennessee Public Records Act and City of Spring Hill open records policy.
• Locate, review, and prepare responsive records for release, applying required redactions of information made confidential under T.C.A. § 10-7-504 and other applicable law; refer requests involving confidential or exempt records to the Administrative Services Coordinator or designee.
• Ensure public records requests are provided for promptly and within the timeframe required by Tennessee law. Maintain logs of records requests, disclosures, and denials using the public records request management system.

 Police Records and TIBRS Reporting

• Review incident and arrest reports for proper offense classification consistent with TIBRS Group A and Group B offense definitions and enter and transmit crime statistic data to the Tennessee Bureau of Investigation (TBI) monthly in accordance with state law.
• Inspect police reports for accurate and complete information; enter information into the computer; verify and correct information as necessary as it relates to TIBRS errors.
• Make copies or electronically transmit requested reports for Department employees or the general public as needed.
• Collate and file a variety of reports, records, information, and paperwork; participate in maintaining an up-to-date police records filing system; prepare photocopies; distribute material as appropriate; purge files in accordance with the Department's records retention schedule and court-ordered expungements.
• Forwards information from crime reports, traffic reports, citations and litigation taxes to the appropriate State and Federal agencies.

 Municipal Court Support

• Assist the Court Clerk during Municipal Court days as needed or assigned.
• Receives payments for traffic fines; issues receipts; records and forwards as appropriate.
• Reports information regarding repeat offenders, continued cases, false traffic history, upcoming cases and dockets to the City judge.
• Maintains court information for officers; notifies officers of court subpoena.

 Alarm Permit and False Alarm Processing

• Processes alarm permit registrations and false alarm violations, ensuring accurate record-keeping and timely enforcement in accordance with municipal ordinance and departmental policy.

 Customer Service and Public Relations

• As assigned, greet and serve the public at the counter and on the telephone, respond to inquiries in a courteous and professional manner, and provide information within the scope of knowledge and authority.
• Responds to routine requests for information or assistance from members of the staff, the public or other individuals.
• Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary; mails and faxes information as necessary. 

 Administrative and Clerical Support

• Distributing incoming and preparing outgoing mail.
• Performs data entry functions via computer.
• Prepares and/or generates routine forms, reports and other documentation via computer and/or typewriter.
• Maintains departmental records; prepares departmental files; maintains/updates files, reports, etc.
• Copies and distributes correspondence, memoranda and other related materials.
• Uses knowledge of various software programs to operate a computer in an effective and efficient manner.

 
Perform other related duties as assigned.
 Minimum Qualifications:

• Must be 21 years or older.  
• Must be a citizen of the United States.
• Must have a valid driver’s license. 
• High school diploma (or GED) required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. 
• Requires completion of a prescribed course of instruction by the Tennessee Bureau of Investigation in T.I.E.S./N.L.E.T.S./N.C.I.C. Basic Certification, TIBRS Certification and other certifications that may be required for the position.

 Knowledge, Skills & Abilities for Successful Job Performance:  

• Has general knowledge of the policies, procedures, and activities of the City and Police Department practices as they pertain to the performance of duties relating to the job of Records Clerk. 
• Has general knowledge of Police Department practices as necessary in the completion of daily responsibilities. Knows how to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the department. 
• Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, etc. as they pertain to departmental operations and activities.
• Has comprehensive knowledge of the terminology, principles, and methods utilized within the department.
•  Ability to effectively communicate and interact with supervisors, members of the public and all other groups involved in the activities of the department.
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner. 
• Has good organizational, human relations, and technical skills. 
• Ability to use independent judgment and work with little direct supervision when necessary.
•  Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. 
• Has the mathematical ability to handle required calculations. Is knowledgeable and proficient with computers.

 Additional Requirements:

• Valid driver's license. 
• Successful completion of a background investigation.

 Physical Requirements:

• Work is performed primarily in a standard office environment. 
• Requires prolonged periods of sitting, standing, walking, and computer use. 
• Occasionally lifts and carries files or office materials weighing up to 20 pounds. 
• Requires the ability to communicate effectively in person, by telephone, and electronically.

 Working Conditions
Work is performed primarily in an office environment with frequent interaction with employees, and the public. The position requires maintaining confidentiality while responding to multiple priorities and occasional time-sensitive issues.
 Equal Employment Opportunity Statement
The City of Spring Hill is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.
 
Reasonable Accommodation
The City is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA). If you require a reasonable accommodation during the application or selection process, please contact the Human Resources Department at [email protected].
 
Job Description Disclaimer
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The City reserves the right to assign, modify, or remove duties and responsibilities as operational needs require.
 
Nothing in this job description creates an express or implied contract of employment. Employment with the City remains at will unless otherwise provided by applicable law or written agreement.