Records Clerk - City of Belen

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JOB DESCRIPTION

RECORDS CLERK

FULL-TIME REGULAR

Starting annual salary $35,360 ($17.00 an hour).

Deadline for applications is Thursday May 2, 2024 no later than 5:00PM

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GENERAL PURPOSE:

Under direct supervision of the Administrative Lieutenant this is a responsible position employee performs routine office and administrative details and exercises independent judgment, initiative and discretion based on office policies and procedures gained through experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide relief due to absence of personnel in the Records Manager.
• Assists in all data processing activities of the Belen Police Department.
• Make crucial decisions when determining whether or not a felony, juvenile, and ongoing investigations are present when releasing reports.
• Follow the Inspection of Public Records Procedures.
• Account for all reports and citations turned into Records.
• Attempt to locate or reassign outstanding case numbers.
• Verify that reports are turned in on a timely basis.
• Ensure accuracy and verify all statistics in all monthly and annual reports.
• Provide efficient and secure computer systems and services to meet organizational needs.
• Assist all members of the department in locating and understanding any documents or reports they may need.
• Backup the systems object and data files daily; edit files and correctly update as required; prepare monthly and annual reports such as:

1. Uniform Crime Reports
2. Officer’s Daily Activity Reports
3. Offense/ Incident Reports
4. Calls for Services Reports
5. Offense/Incident, Arrest, Incident, and Juvenile Listings
6. Various Crime Analysis Reports and statistics as requested by other agencies.

• Acts as custodian of corporate documents and confidential records.
• Prepare or request purchase orders for material, supplies and/or equipment as directed.
• Implements and maintains a retrievable filing system; will inspect productivity in this area to assure legible hard copies.

• Generate Municipal Regulation Specialist’s violation notices, collect signatures and mail them out.
• Manage Municipal Regulation Specialist’s calendars to remind them of follow ups as indicated on the violation notices for re-inspection and court related matters.
• Turn in citations to the court and give out the subpoenas when collected from the court.
• Schedule all follow-ups and monthly inspections such as: playground inspections, fire extinguishers, alley inspections, and violation follow ups.
• Monitor Municipal Regulation Specialist’s trackers and change status on tracker from reports on cases.
• Take all payments and issue all animal licenses.
• Maintain all code ordinances and suggest edits as needed.
• Create flyers for social media and the public to inform the citizens of any important information.
• Attend all cannabis seminars and monitor all changes to the cannabis ordinance.

• Maintain, organize, and file all necessary records, paperwork, licenses, ordinances, etc.
• Performs other related work as required and assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Must have knowledge gained through experience and training in established procedures.
• Must have knowledge of department policies, procedures and operations, and ability to make decisions in accordance with established policies and procedures.
• Ability to establish and maintain effective working relationships with associates and the public and exercise good judgment, courtesy, and tact; must have knowledge in the application of good telephone techniques.
• Must have knowledge of basic fundamental computer software and equipment.

QUALIFICATIONS:

• High School Diploma or GED required.
• Two (2) years of experience in responsible public administration, administering services as described above required.
• Experience in a municipal or police organization preferred.

TOOLS & EQUIPMENT:

Tools & equipment used are: typewriter, computer hardware (printer and other peripherals), calculator, telephone multi-system, copying machine, facsimile machine, file cabinets, stapler, paper cutter, hole punchers, microfilm camera and automobile. 

Various types of writing instruments such as: pens, including instruments which contain lead, various types of paper and paper products, ink, inked ribbons, ink cartridges, glue, tape, carbon paper, correction fluids and tape cartridges, staples, office equipment cleaning solutions (TF solution), recording tapes, computer disks and diskettes, photographic film for microfilming, and microfilm cartridges. 

PHYSICAL DEMANDS:

Mobility Factors: Walk 5%, climb step 2%, Primary work position: stand 10%, sit 90%

Trunk: Bends occasionally;

Arms: reaches, works with arms extended occasionally; carries 20 lbs. Max. 25 feet;

Occasionally; lifts from floor to waist, 20 lbs. Max. ; Legs: bends, kneels, and walk occasionally;

Hands: Gross dexterity, occasionally grasp/manipulate; frequently speed required; occasionally bilateral coordination; occasionally eye/hand coordination.

WORK ENVIRONMENT:

Work is performed primarily in an office setting 100% of the time.  Working surface is on even, flat, hard, and/or carpeted areas.  Some travel and field work is required occasionally.  Employee may be required to come in to work outside of regular working hours on emergency basis, and also, may be required to work overtime occasionally. 

Work is reviewed in progress or upon completion and is evaluated for accuracy and results obtained.  Must be able to establish, implement, and install new and revised systems, hardware and software.  Must be familiar with the data processing activities of the Belen Police Department and have knowledge of the necessary files to assist in Crime Analysis and Crime Prevention.  Must understand how software and hardware operate in order to pinpoint system errors and accurately manage data processing system.  Must have knowledge in preparing reports for other sections and organizations outlining statistical studies and other requests of reports to assist in crime analysis and crime prevention & have knowledge of general office procedures.

DISCLAIMER:         The above information is intended to describe the general nature of this position and is not to be considered a complete statement of duties, responsibilities, requirements or knowledge, skills and abilities.

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