JOB SUMMARY

This position maintains most of the department’s official records (video, audio, photos, reports, etc.…) as required by law and municipal policy, including storage, retention, retrieval, and destruction of electronic and manual police records.  The records management function is critical to the efficiency of the entire department and as such, a certain degree of expertise and competency is required.  The RECORDS CLERK is exposed to information that is lawfully confidential and must therefore be a person who is very trustworthy, they must not divulge information to unauthorized persons.  The RECORDS CLERK will become familiar with the electronic filing of cases to ensure proper delivery to the District Attorney.  In addition, they must be motivated to accept new challenges and find creative solutions, and take ownership and pride by demonstrating the Town of Little Elm’s Core Values of Integrity, Customer Service, Efficiency, and Innovation.

ESSENTIAL JOB FUNCTIONS

• Assist the custodian of records for the Little Elm Police Department to maintain records as required by law and/or departmental procedures.
• Process Open Records Requests for departmental reports and other archived data and information.
• Route mail and other correspondence or information to its intended recipient.
• Answer the Police Department’s phone lines and address those calls accordingly.
• Greet visitors at the Police Department window and assist them with their inquiries.
• Properly file and categorize official documents for future retrieval.
• Retrieve and provide reports and other archived information to requesting officers.
• Handles correspondence regarding alarm permits with PMAM Corporation (the outsourced agency that handles the alarm permit applications and yearly renewal notices for LE residents) and with the public for general questions or disputes regarding alarm permits and/or false alarm fees.
• Records and submits departmental income to the finance department. (receipts)
• Reviews and destroys records as retention periods expire; maintains log.
• Keep inventory of all the police department’s supplies and needs for the various copy machines.
• Provide assistance and information to media sources with respect to prepared statements and applicable public reports.
• Assist in the E-Filing (Electronic Filing) cases with the District Attorney.
• Assist with processing and printing of computer statistics for state and federal mandated reports (NIBRS).
• Assist in validating all Texas Crime Information Center (T.C.I.C.) and National Crime Information Center (N.C.I.C.) entries.
• As required, create reports for the Chief of Police and other supervisors.
• As required, perform other duties as directed by the Chief of Police and the Records Division Supervisor.

MINIMUM REQUIREMENTS TO PERFORM DUTIES

Education and Experience:

• Possession of a High School Diploma/GED required.
• Two (2) years of experience in Police Records Management or a minimum of two (2) years of experience working in a business/office environment performing various clerical duties.
• Preferred experience (but not required) and knowledge pertaining to police management software.
• Must not have ever been convicted of any felony offenses.
• Must not have been convicted of any class of non-traffic misdemeanor offense within the past five years.
• Must have demonstrated a positive past working history with a good attendance record.
• Must possess and maintain a good credit history and financial record.
• Must be a US Citizen.

Licenses or Certificates:

• Must complete NIBRS training (crime reporting) within one year of employment.         

Knowledge, Skills, and Abilities:

• Ability to read and write the English language.
• Ability to establish and meet deadlines.
• Ability to motivate self to maintain and improve performance.
• Ability to establish and maintain good relationships with supervisors and other personnel.
• Skilled in oral and written communication; ability to deal effectively with the public.
• Ability and willingness to perform duties in a team environment.
• Knowledge of and skilled in the use of a computer; prefer experience with Microsoft office;
• Skilled at coordinating and managing multiple projects and/or assignments.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to operate various machines and/or equipment, and reach with hands and arms.  The employee frequently is required to talk and hear.  The employee is occasionally required to stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to twenty-five (25) pounds and be able to push and pull up to fifty (50) pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must possess adequate visual acuity and hearing ability sufficient to read, write, hear, and speak clearly in person and by telephone.

WORK ENVIRONMENT   

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job.  Work is performed primarily in an office environment.

E.O.E.  The Town of Little Elm does not discriminate on the basis of race, color, national origin, sex, religion, age, disability or military service in employment or the provision of services