Police Records Clerk

JOB SUMMARY The Police Support Specialist and Records Technician performs a combination of administrative, records management, and law enforcement support duties for the Police Department. This position maintains processes, stores, retrieves, and disposes of records in accordance with applicable retention schedules, city policies, and state and federal requirements. The position also collects, compiles, analyzes, and disseminates accurate crime statistics, reports, and department information to support police operations, public records requests, and internal and external reporting needs. Work includes document preparation, scanning, editing, indexing, quality control, filing, data entry, statistical reporting, records inventory tracking, Freedom of Information Act request support, and customer service. The incumbent follows established procedures and guidelines, exercises sound judgment in prioritizing work, maintains confidentiality, and performs related duties as assigned under regular supervisory review. ESSENTIAL JOB FUNCTIONS: · Collects, compiles, analyzes, and disseminates accurate and timely crime statistics, reports, and department information for police personnel, city departments, outside agencies, and the public as appropriate; · Gathers information regarding criminal activity and trends from incident reports, SLED reports, state and national crime reports, and other approved sources; · Researches and identifies patterns in criminal activity and prepares daily, weekly, monthly, annual, and special reports as required; · Processes incoming records and documents, including preparation, scanning, editing, indexing, quality control, filing, storage, retrieval, and distribution; · Maintains records inventory tracking systems, files, logs, reports, and databases; updates records locations and assists with record retention and disposal processes; · Processes document retrieval requests by locating, verifying, copying, logging, and distributing records in accordance with approved procedures; · Assists with Freedom of Information Act requests and other public records requests while ensuring compliance with local, state, and federal requirements; · Handles confidential information, including police records, personnel paperwork, correspondence, and related documents, while maintaining strict confidentiality; · Prepares letters, memoranda, forms, orders, correspondence, reports, and other documents; maintains organized filing systems; · Receives and responds to in\-house and external requests for statistical data, records, and department information; · Answers telephones, accepts and relays messages, forwards calls, provides information, and responds to customer concerns, complaints, and requests; · Operates and maintains office, records, scanning, imaging, and related equipment and software used to create, store, retrieve, and archive records; · Research and resolve discrepancies records and communicate difficult issues or problems to the appropriate supervisor or administrator; · Participates in training, meetings, workshops, and seminars as required to maintain and enhance job knowledge, skills, and abilities; · Observes safety procedures, reports safety concerns, assists with special projects and programs, and performs other related duties as assigned. Knowledge, Skills and Abilities: · Ability to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or information; · Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants; · Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner; · Ability to perform coordinating work involving guidelines and rules, with constant problem\-solving; · Ability to read journals, manuals and professional publications; speaking informally to groups of co\-workers, staff in other organizational agencies, the general public, people in other organizations; presenting training; composing original reports, training and other written materials using proper language, punctuation, grammar and style; · Ability to perform specialized technical or entry\-level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized technical or professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure; and · Ability to guide others, requiring frequent decisions affecting co\-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine. PHYSICAL DEMANDS: The work is considered sedentary in nature and involves walking or standing some of the time, exerting up to 10 pounds of force on a regular and recurring basis, and routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: mental acuity, talking, visual acuity, and walking. WORKING CONDITIONS: Work environment involves exposure to no known environmental hazards; and is dynamic that requires sensitivity to change and responsiveness to changing goals, priorities, and needs. Pay: $53,000\.00 \- $56,000\.00 per year Shift availability: Day Shift (Preferred) Ability to Commute: Chester, SC 29706 (Required) Work Location: In person