Job Description

Posting number: 016067-26-PD

Department: Police

Division: Research, Development & Training

Job classification: Police Clerk II

Posting type: Open

Categories: Administration, Clerical & Data Entry, Miscellaneous, Customer Service, Communications, Office and Administrative Support

DEFINITION

To perform a wide variety of general clerical duties as required in the Police Department.

DISTINGUISHING CHARACTERISTICS

This is the journey-level class in the Police Clerk series. Positions in this class are flexibly staffed and are normally filled by advancement from the I level. Appointment to the II level requires that the employee be performing the full range of duties for the class and meet the qualification standards for the class. A Police Clerk II is expected to perform assigned duties with only occasional instruction or assistance and work is normally reviewed only on completion. Adequate performance at this level requires the knowledge of general City procedures on purchasing, personnel, and payroll as well as knowledge of department policies and procedures.

SUPERVISION RECEIVED AND EXERCISED

Immediate supervision is provided by professional, technical, or higher level clerical positions. Functional or technical supervision may also be received from department staff. Technical or functional supervision may be provided to new employees.

Examples of duties

TYPICAL DUTIES

• Initiate police written reports from citizens.
• Receive incoming telephone calls from officers in the field requesting information.

• Perform record and warrant checks, log and process served warrants, verify warrant status with outside agencies.
• Process incoming crime reports, determine which divisions should receive a copy.
• Assist the public in filling out reports and applications.
• Perform a wide variety of routine clerical work including filing, billing, checking, and recording information on records.
• Compile information and data for statistical and financial reports.
• Maintain a variety of statistical records; check and tabulate statistical data. Prepare simple statistical reports.
• Perform record keeping for various funds and expenditures.
• Maintain personnel and payroll records of departmental personnel; process a variety of forms to initiate changes in records.
• Maintain inventory records, process purchase requisitions, maintain purchase records, resolve errors in orders received and invoices.
• Order office supplies, submit expense claims.
• Type letters, memorandums, financial reports, and other materials from oral direction, rough draft, copy, notes or transcribing machine recordings.
• Operate standard office equipment such as personal computer, copier, facsimile machine, and other office equipment.
• Sort and file documents and records maintaining alphabetical, index, and cross reference files.
• Receive, sort, and distribute incoming and outgoing correspondence. Schedule appointments and various meetings.
• Issue, receive, type, and process various applications, permits, and other forms. Assist in the training of new personnel.
• Provide exceptional customer service to those contacted in the course of work.
• Other related duties may also be performed; not all duties listed are necessarily performed by each individual holding this classification.

Qualifications

Knowledge of:

• English usage, spelling, grammar, and punctuation.
• Office methods and equipment.
• Organization, procedures and operating details of the Police Department.
• Policies, procedures, rules, and regulations related to area of assignment.

Ability to:

• Perform routine clerical work.
• Perform record searches quickly and accurately.
• Learn to operate office appliances, and learn office methods, rules, and policies.
• Understand and carry out oral and written directions.
• Type at a speed of not less than 40 net words per minute.

EXPERIENCE AND EDUCATION

Experience:
One year of experience performing clerical duties.

Education:
Possession of a High School diploma or G.E.D. equivalent

PROBATIONARY PERIOD:

Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

Supplemental information