Clerk

at City of Arkansas City* in Arkansas City, Kansas, United States

Job Description

GENERAL OVERVIEW OF POSITION AND RESPONSIBILITIES

Prevents and identifies crime as well as enforces criminal or traffic laws of the state of any municipality thereof.  Types dictation and transcribes audio records of police reports, interviews, and other related documentation. Conducts data entry, maintains police records, and performs statistical analysis, and technical support for the department.  

SUPERVISION RECEIVED

Works under the general guidance and direction of the Records/Communications Supervisor.

SUPERVISION EXERCISED 

None.

ESSENTIAL FUNCTIONS 

Essential functions of the job may include but are not limited to the following:

• Type all dictated reports for the Arkansas City Police Department and the Cowley County Sheriff’s Department including initial reports/narratives, follow up reports, supplemental reports, evidence report logs, telephone/radio transmission logs, etc.
• Transcribe audio records such as telephone conversations, interviews, interrogations, radio traffic, etc.
• Quality control and minimal maintenance of systems to assure information is correct and retrievable.
• Copy for the County or City Attorney, and log their transmittal.
• Upload reports to the Sheriff Department.
• Log and track all reports typed.
• Attach all narratives, follow up reports, supplemental reports, evidence report logs etc. to records management case record.
• Data entry and retrieval of Laserfishe records and Microfilm records.
• Responsible for records management system (RMS) data entry, maintenance of system, assures data entry is correct and retrievable, and backed up daily.
• Download and manage mug shots.
• Enter and tracks all municipal warrants.
• Scan all report files, photos, and other related documents into the records management system (RMS).
• Upload accident reports to the internet for purchase by the general public.  
• Process insurance requests, copies of accident reports, etc.
• Upload community information to the public access television channel, such as Police Department activities and programs, photos of wanted persons, etc.
• Review Security Awareness Statements with new hires, ride along candidates, volunteers, and other individuals who will be present at the police department on a regular basis.
• Conduct Personal Criminal History Checks.
• Maintain crime data, analyzes that data using specialized software, and provides a report for the Police Chief and Lieutenants.
• Within their capability assists department personnel with records/computer problems.

NON-ESSENTIAL FUNCTIONS

• Attendance at training, workshops and seminars.
• Serves on various employee committees, and takes notes.
• Provides backup to related positions.
• Performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures.
• Skill in operation of listed tools and equipment.
• Ability to communicate effectively verbally and in writing; ability to handle stressful situations.
• Ability to effectively meet and work with the public.
• Ability to handle stressful situations and multiple tasks simultaneously.
• Thorough knowledge of police signals and calls, rules and regulations of the Police Department.
• Thorough knowledge of the RMS and common computer systems.

COMMITMENT TO MISSION AND ORGANIZATIONAL VALUES

It is each employee’s commitment to uphold these core values while representing the City of Arkansas City in carrying out municipal duties as public servants.  These values should form the basis for interactions with the general public, with other agencies and with each other.

Mission

The City of Arkansas City strives to provide a high quality of life for its citizens by furnishing a variety of efficient services in a professional, courteous manner.

Statement of Organizational Values

We value Professional Ethics, which includes:

• Honesty
• Compassion
• Fairness
• Confidentiality
• Reliability
• Stewardship of resources
• Respectfulness
• Non-discriminatory behavior
• Professionalism & personal courtesy

We value Commitment to Citizens through Customer Service, which includes:

• Courteous interaction with the public
• Pride & ownership
• Programs that address citizen needs
• A sense of urgency and responsiveness
• A service-oriented approach to patrons
• Listening as well as hearing

We value Commitment to Excellence, which includes:

• An ability to see the big picture
• A sense of pride
• A commitment to employee knowledge
• Employee professionalism
• Accountability
• Teamwork
• Protection of health, safety & public welfare
• A willingness to embrace change
• A commitment to organizational goals
• Clear communication

EDUCATION AND EXPERIENCE 

• High school diploma or acceptable equivalent required.
• Specialized course work in general office practices such as typing, filing, accounting and bookkeeping.
• Any combination of the above at the discretion of the city manager. 

CERTIFICATION(S) AND LICENSE(S)

• Possess a valid driver’s license with a safe driving record as determined by the employer.  
• Must not have a recent record of suspension or revocation of driver’s license in any state.
• Must obtain and maintain NCIC Certification.

PRE- EMPLOYMENT TESTING

Components of the following pre-employment testing will be conducted and successfully completed by the employee:

• Completed application.
• Oral board interview.
• Interview with the Police Chief.
• Polygraph examination.
• Physical Capacity Profile – Level 1.
• Drug screen.
• Alcohol testing.
• Criminal history background checks.

WORK ENVIRONMENT AND CONDITIONS

Work environment characteristics described here represent those an employee encounters while performing the essential functions of the job.  While performing the duties of this job, the employee primarily works indoors where temperatures are regulated and the noise level is low.

ESSENTIAL PHYSICAL FUNCTIONS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  

Must meet Level 1 in Department of Labor’s Dictionary of Titles – Sedentary Work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently. Involves sitting most of the time, but may involve walking or standing.  While performing the duties of this job, the employee is frequently required to sit and talk or hear.