Records Assistant II

DESCRIPTION OF WORK

Under the supervision by the Commander of Field Operations/Major, a person assigned to this position performs clerical duties maintaining the records for the police department. Duties include typing updates made to Departmental Operations Manual, typing requisitions and invoices, data entry, answering the telephone, maintaining files and statistics, typing, providing customer/officer service, and preparing student payroll.


EXAMPLES OF WORK

    • Sorts, files, and tracks records created by 27 police officers and 6 communications officers, regarding their daily activities and service requests that are generated when dealing with the public.
    • Enters data/information and reports into database, such as investigative, accident, property, arrest and suspect reports; enters supplemental reports; verifies input for accuracy and files after processing.
    • Attends to customers/insurance companies requiring copies of various investigative and accident reports, accepting payments for same. Persuades citizens to remain calm while locating personnel to handle their situation.
    • Provides clerical support such as typing, filing, copying, and faxing. Keeps all reports available and accessible for Crime Prevention and Investigations, assists officers with locating documents.
    • Answers inquiries made by the Commonwealth Attorney’s Office, County Attorney’s Office, and inquiries by various representatives at the Warren County Justice Center.
    • Receives subpoenas from the Commonwealth Attorney’s Office and the County Attorney’s Office. Pulls and copies reports for officers in the patrol and investigation divisions.
    • Coordinates the automation of the case file records, etc. in the Records Division.
    • Computerizes existing and current police files eliminating the need for filing hard copies.
    • Store all records on file server with the long term goal of storing all records on recordable CD’s making records available around the clock therefore more accessible to departmental personnel which in turn reduces the need for storage space.
    • Sorts and enters data regarding building security.
    • Maintains and files property record cards.
    • Restocks and orders supplies for the Police Department including but not limited to, Patrol Division and Communications office, etc.
    • Assists in assembling data for reports and lists.
    • Transcribe evidence tapes created by the Investigations Division when requested to do so by the Commonwealth Attorney’s Office and or County Attorney’s Office.
    • Prepares student payroll and maintains student files including mandatory departmental training for the Explorers Program and for inside Student Workers.
    • May supervise student employees.
    • Substitutes for co-worker when on vacation or sick.
    • Performs related duties as required.
    • Assist in all areas of the Hiring Process preparation.
    • Prepare requisitions, invoices and other university forms.
    • Type letters, memos, and update Departmental Operations Manual.
    • Prepare absentee records.
    • Prepare, copy and filing of Annual Evaluations.
    • Update and maintain personnel information on various lists.
    • Sort and distribute mail.
    • May make appointments and schedule meetings.
    • Proof reads and edits various documents.
    • Prepare monthly reports and maintain files for departmental budget, WKU Foundation, credit card expenditures along with any grants.
    • Type job descriptions
    • Type transmittal of receipts for monies collected
    • Order/maintain all departmental forms: Envelopes, stationary, field interview cards, etc.


MINIMUM QUALIFICATIONS

Education: High school diploma or GED equivalency.

Training: On the job training and successful completion of training courses in LINK/NCIC school (40 hours). Mandatory In-Service required 8 hours every other year.

Skills: Typing - 45 wpm. Basic computer knowledge required. Ability to work quickly and efficiently. Ability to deal with the public in a tactful and courteous manner.

Experience: Experience in clerical duties, typing, filing. Must be emotionally mature.

Physical: Free of any physical, emotional or mental condition which might adversely affect their employment performance.

 


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Human Resources Form No. 23
(Revised: 6/18/08)