Police Records Clerk I

Definition: Under general supervision, performs a variety of specialized clerical and customer service functions and supports the public, law enforcement, and court prosecution operations by maintaining accuracy, integrity, accessibility, and confidentiality of police records and information while ensuring compliance with tribal, state and federal laws regarding digital privacy, public records release, and familiarization with justice databases. Police Records Clerk are assigned to variety of shifts that includes working weekends, holidays and may include nights. This job class is treated as FLSA Non-Exempt.

Essential Functions: Essential functions may vary among positions and may include the following tasks and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not intended to be comprehensive list of tasks performed by all positions in this classification.Tasks:

1. Receive, review for accuracy, and digitally process police reports, supplements, citations, and other related documents into a personal computer-based records management system and operate as a database maintainer to ensure an accurate and current database of criminal activities.

1. Determine appropriate response and release of all requests for police reports or sensitive records for law enforcement officers, prosecutors, agents of the court, and other authorized persons requesting copies.

1. Request, prepare case documents, transmit case files, and digital evidence through the use of a web-based program or computer-based records management systems for the purpose of prosecution. 

1. Process court documents which pertain to the disposition of the case to ensure case report is finalized appropriately through interdivisional collaboration. 

1. Ensure all aspects of case file are protected for privacy which aligns with audits, inspections, accreditation, and compliance review.

1. Determine release and processes records requests and background checks of arrest, conviction, and traffic violations history in response to authorized requests.

1. Retrieves, review, coordinates and disseminates subpoenas to sworn personnel.

1. Create and maintain files of department records including police reports, computer records and other documents according to departmental procedure.

1. Assist all external and internal customers professionally and accurately, by phone, electronic communication and in person by responding to numerous inquiries and requests in a timely manner.

1. Collect and process payments and fees and maintain accurate financial records daily. Reconcile collection twice a month and prepare periodic financial reports to ensure accurate accounting and compliance with department procedures.

1. Perform fingerprinting services, verify identification, accurately complete and process fingerprint cards and electronic submissions ensuring compliance with department procedures and applicable requirements.

1. Performs other job-related duties as assigned to maintain and enhance department operation.

Knowledge, Skills, Abilities and Other Characteristics:

• Knowledge of effective customer service practices, communication techniques, and professional interaction with all external and internal customers.
• Knowledge of established recordkeeping procedures, practices, and documentation requirements.
• Knowledge and proficiency in proper use of business English including spelling, grammar and punctuation in all forms of communication.
• Knowledge of the confidentiality requirements, policies, and procedures governing the handling and release of police records and information.
• Knowledge of applicable authorization requirements and procedures governing access to and release of various types of information maintained within the records systems.
• Knowledge in Microsoft Office Suite, database navigation, redaction, and operating a personal computer with related software.
• Knowledge of SRPMIC Policies and Procedures and police department Operation Orders
• Skill in establishing and maintaining effective working relationships with law enforcement personnel, internal government personnel, agents of the court, and the public.
• Skill in demonstrating the ability to understand and accurately follow complex written and verbal instructions, procedures, and guidelines.
• Skill in operating and effectively utilizing a variety of standard office equipment
• Ability to respond appropriately to requests and inquiries in a tactful and courteous manner.
• Ability to manage multiple tasks with frequent interruptions.
• Ability to accurately proofread numerical and text data.
• Ability to communicate clearly and concisely both orally and in writing.

Education & Experience: Graduation from high school or GED equivalent and experience equivalent to one (1) year of full-time office/clerical support work; or completion of a post-high school course in Office Practices, General Business, or closely related area. The ideal candidate should be able to type 35 wpm NET.

Special Qualifications: Successful completion of Police Department background investigation. Obtain and maintain a Level F Terminal Operator Certification by the Department of Public Safety. 

Equivalency: Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered.

Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.

• Positions in this job class are subject to working a rotating schedule which includes working weekends and holidays; and may include nights.

Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check. 

"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.

In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).

Documents may be submitted by one of the following methods: 

1) attach to application

2) fax (480) 362-5860

3) mail or hand deliver to Human Resources.

Documentation must be received by position closing date. 

The IHS/BIA Form-4432 is not accepted. 

Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.