Job Description

Posting number: FY2600568

Department: Police Department

Division: Police Department

Job classification: Police Records Clerk II

Posting type: Open & Promotional

Categories: Clerical & Data Entry, Public Relations, Public Safety, Office and Administrative Support

Summary

This position serves as the first point of contact with the general public by walk in or telephone. Researches and responds to requests for information from the public in accordance with Department and State guidelines. Responsible for all aspects of records releases, from taking the request to release, following all established guidelines. Performs general clerical duties relating to the processing and maintenance of police records and acts as back up for the Records Specialist position as needed.

The ideal candidate will have three years ofexperience working in an office environment, a minimum of one year of experience working with records management systems, with an emphasis on public safety or criminal justice recordsand records keeping experience including laws associated with public records release of information. At least three years of experience in dealing with confidential records and the importance of maintaining that confidentiality is desired. A high attention to detail, ability to multitask, desire to be a team player and a passion for customer service is a must. Prior law enforcement experience is ideal.

At the City of Goodyear, you will be a part of an organization that values its employees as its greatest asset. You will become part of a dedicated team of professionals who will be challenged to learn and grow in an environment that values employee development and career-building. You will thrive in a culture of innovation. We believe that successful employees are those that possess six core values:

Integrity - Initiative - Empathy - Optimism - Innovation - Adaptability

EXAMINATION PROCESS

Only a limited number of the most highly qualified applicants meeting the City's requirements will be invited for an interview. The examination process for this position will include a panel Interview and may include a written assessment.

Please note: Being selected for this position is only the first step. You will be required to successfully complete an extensive background investigation. The best approach is to be forthcoming and honest throughout the process. This will help ensure accuracy and maintain trust as your application moves forward.

All communication regarding application status and interview notifications will be sent via email- please monitor your junk/spam email for communication as messages will come from a system generated source.

Examples of duties

This information is intended to be descriptive of the key responsibilities of the position. The following functions do not identify all duties performed by the incumbent. Other duties and responsibilities will be performed as assigned.

• Manages the lobby records window
• Processes all public records requests for the Police Department including audio, video, and photographs. Researches the request, reviews for legal criteria in releasing (under investigation, redaction), and verifies the identity and involvement of the requestor.
• Processes requests for background checks from other government agencies, recruiters, law enforcement, and private companies.
• Provides customer service by directing customers and staff to appropriate departments or external agencies. Assists the public by answering and directing telephone calls, greeting visitors, resolving problems and answering inquiries. Must be able to deal with situations that may involve irate citizens or police intervention such as domestic violence, child custody, and complaints against officers.
• Prepares receipts by entering and reconciling in Tyler Cashiering and forwarding to Finance Department.
• Enters citations and trespass notices into records management system.
• Processes crash reports for filing
• Assists with redaction for public records requests as needed

Qualifications

• Formal Education/Knowledge: Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
• Experience: Minimum three years experience in a related field.
• Certifications and Other Requirements: None
• Reading: Work requires the ability to read general correspondence, records, reports, manuals, court paperwork, and record requests.
• Math: Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division.>
• Writing: Work requires the ability to write general correspondence, memorandums, records, reports, and letters.
• Managerial: Job has no responsibility for the direction or supervision of others but may provide advice/direction to an employee with less experience/skill or tenure. An example would be an “II” advising an “I”.
• Policy/Decision Making: Moderate - The employee normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. Work involving discretion is typically reviewed before finalized.
• Technical Skills: Broad Application - Work requires the use of standard technical skills appropriate to the work environment of the organization. Limited analysis and independent thinking is utilized.
• Interpersonal/Human Relations Skills: Moderate - Interactions may involve support of controversial positions or the negotiation of sensitive issues or important presentations. Contacts may also involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions.

Supplemental information

• Review current policies and procedures and become proficient regarding Police Department records requests and releases for document, audio, and visual records
• Become proficient in records redaction guidelines and public records law
• Complete all city mandated training
• Complete Phases I and II of the Police Records Training Plan including but not limited to background checks for law enforcement, records requests and releases, basic forms such as ride along forms, vacation watches, and fingerprinting, alert management