Part-Time Records Clerk

This part-time position will assist with managing and coordinating administrative activities, processes and systems required by the Police Department for up to 16 hours per week. The Part-Time Police Records clerk is appointed to his/her position by the chief of police and reports to the Records Supervisor. This is a union represented position without benefits. This position does accrue a minimum of 1 hour of paid sick leave for every 40 hours worked. Accrual starts on the first day of employment and is available for use after 90 days of employment. 

The person occupying this position is responsible for providing clerical and case management support to the officers in the field. Record clerks occupy a very important position within the department as they are most often the first person within the agency to receive and respond to requests for assistance. Lasting impressions are made by how record clerks deal with all individuals, particularly those under a great deal of stress. 

SUPERVISION RECEIVED:  

Serves under the direction of the Police Department Records Supervisor. 

SUPERVISION EXERCISED:  

None

• Maintaining regular, consistent and predictable attendance, including being available, accessible and able to complete all essential functions and assigned tasks onsite as directed during regularly assigned schedule and/or the Police Department’s normal business hours.
• Must be able to work with the public via phone or in person, during stressful situations. Must be able to resolve requests for assistance or information in a calm and professional manner. Exercising strong interpersonal communication skills and professionalism while demonstrating tact and diplomacy when providing customer service to internal and external customers to ensure the customer’s needs are met and concerns are appropriately resolved in a timely manner.
• Merging officer’s case reports, supplemental reports, arrest reports and PC reports in the Records Management System (RMS).
• Issuing Concealed Pistol Licenses – which includes running all background checks. 
• Completing time-sensitive duties, tasks, and assignments within critical deadlines established by other team members, vendors, outside third parties, governing bodies, and/or other external or internal sources.
• Fingerprinting for CPLs and other non-criminal reasons.
• All monetary transactions involving the police department are carried out through the records clerks. This includes concealed pistol licenses, dog licenses, bike licenses, report fees, fingerprint fees, conducting visa clearance checks, and other miscellaneous transactions while maintaining a high degree of steady work focus, well-reasoned decision making and high attention to detail in actual work product. Organization, planning, workflow, and project prioritization to ensure work is accurate, efficient, complete, and consistent with the Police Department’s quality of work expectations and deadlines.
• In addition to merging the officer’s reports, is also responsible for all the data entry i.e., citations, warrants, stolen vehicles, restraining orders and other miscellaneous transactions. Completing a high volume of detail-oriented work accurately and timely in a fast-paced work environment while working independently and/or with limited direction in a high stressed environment marked by constant and frequent noise, conversations among employees and others in the area, interruptions and other similar distractions. 
• Completes specific job tasks or assignments delegated by the chief clerk while prioritizing and completing all assigned tasks in a timely and efficient manner, adjusting for changing priorities, deadlines, and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when time permits.
• Typing personal correspondence for the Chief of Police, maintaining a high degree of steady work focus, well-reasoned decision making. High attention to detail in actual work product, organization, planning, workflow, and project prioritization to ensure work is accurate, efficient, complete and consistent with the Police’s Department quality of work expectations and deadlines.
• Knowledgeable with Microsoft office to include Word & Excel. Using and operating a computer, office equipment and other technology devices frequently and consistently throughout each workday, sometimes while working at a desk or stationary location for extended periods of time.
• Lift, transport and/or move materials and/or equipment weighing up to approximately 50 pounds occasionally and 25 pounds on a regular and consistent basis in the performance of regular duties in the office. Must have the ability to walk up and down stairs. Performing all duties safely associated with the roles position while sometimes working in a high stress environment marked by consistent and frequent noise, conversations among employees and others in the area, interruptions and other similar distractions. Being available and able to respond appropriately and immediately to emergency situations that may occur in the performance of duties. Perform duties in a safe and efficient manner while following all safety regulations and protocols. Demonstrate knowledge and understanding of proper body mechanics/ergonomics. 
• Working cooperatively, efficiently, and productively in a team environment while actively demonstrating strong interpersonal communication skills and accountability for personal performance and results. This essential function includes contributing to a successful, cohesive work group through respectful interactions and meaningful collaborations. This includes ensuring reactions and responses to both emergency and nonemergency situations, stress, ambiguity, frustration and disagreements are appropriate for the workplace and contribute to a strong, functional team dynamic. This includes remaining calm and exercising good judgement during high pressure situations.
• Working for extended periods of time in a stationary position (possibly up to 60 minutes or more without an opportunity to substantially change position) while consistently grasping, moving, and manipulating documents, office supplies, computer equipment and other business tools and materials.
• Ability to work occasional tasks and duties to support the agency outside a normal work week or scheduled work hours. 

MINIMUM QUALIFICATIONS:  

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Must be a high school graduate or have obtained a general education diploma.
• Must possess a valid Washington or Oregon Driver's License.
• Prioritize and complete all assigned tasks in a timely and efficient manner, adjusting for changing priorities, deadlines and availability of resources, and demonstrating initiative in identifying additional job-related tasks to be completed when the time permits. 
• Must be able to work with the public via phone or in person, during stressful situations. Must be able to resolve requests for assistance or information in a calm and professional manner. Exercising strong interpersonal communication skills and professionalism while demonstrating tact and diplomacy when providing customer service to internal and external customers to ensure the customer’s needs are met and concerns are appropriately resolved in a timely manner.
• Must possess professional writing skills through knowledge of English Composition, spelling, punctuation and proofreading.
• Must deal effectively and diplomatically with the public while maintaining a calm disposition.
• Using and operating a personal computer, office equipment and other technology devices frequently and consistently throughout each workday, sometimes while working at a desk or stationary location for extended periods of time. Must have competencies with Microsoft Office to include Word, Excel.
• Ability to work independently with little supervision with the availability to receive, interpret, understand and implement job-related instruction, guidance, coaching, and training (both formal and informal) while progressively improving skills and overall success in performing assigned duties.
• Must have ability to work in an office environment around uniformed officers.
• Must successfully pass a polygraph and investigative background of their person.

KNOWLEDGE REQUIRED:  

• Microsoft Office; Word, Excel and other computer programs.
• Ability to type and complete correspondence while exercising strong interpersonal communication skills and professionalism while demonstrating tact and diplomacy when providing customer service to internal and external customers to ensure the customer’s needs are met and concerns are appropriately resolved in a timely manner.
• Reading and comprehension of documents and reports.
• Filing, organizing and processing of documents.
• Recording data accurately.

SKILLS/ABILITIES REQUIRED

• Work independently with little direction
• Oral and written communication skills.
• Manage a comprehensive planning program.
• Analyze and assess programs, policies and operational needs and make appropriate adjustments.
• Identify and respond to sensitive community issues, concerns and needs.
• Analyze problems, identify alternative solutions, project conse­quences of proposed actions and implement recommendations in support of goals.
• Read and interpret maps, property descriptions, charts, graphs and statistical data.
• Operate office equipment including computers and supporting word processing and spreadsheet applications.
• Operate Geographic Information Systems. 
• Prepare clear and concise administrative and technical reports.
• Read, interpret, apply and explain rules, regulations, codes, policies, and procedures. 
• Initiate creative improvements and stimulate collaborative problem-solving.
• Establish and maintain cooperative and effective working relationships with city officials, officials of other agencies, city employees and the general public.
• Physical ability to perform the essential job functions.
• Ability to meet timelines and schedules. 

LICENSE & OTHER REQUIREMENTS: 

Valid State of Washington or Oregon driver’s license and driving record acceptable to our insurance provider.

This position will primarily perform duties within an office environment with individual offices, shared office spaces, restrooms, and common areas while ordinary and typical odors, scents, perfumes, and other airborne odors may be present and associated with people congregating, working, and sharing space together. A completely scent-free work environment cannot be maintained or guaranteed. Working in an office environment where cleaning and sanitation products are used in accordance with OSHA, CDC and other governmental guidelines to reduce or mitigate the risk of exposures to infections disease and other easily transmissible viruses and bacteria. Cleaning and sanitation products may emit odors and scents even if designated as scent-free or odor-free. However, some work and filing may occur within a storage room and must be able to utilize stairs and lift small boxes. This position will assist with occasional community events away from the office to include working outdoors.