Records Clerk - Indiana Staffing : Job Details

Incumbent serves as a Records Clerk for the Bloomington Police Department. Records Clerks are vital for the goals of the department to be achieved. The Records Clerks obtain, transfer, document, edit, and preserve all sorts of information from many sources. The Records Division Clerks are essential support staff in providing significant services to the operations of the police department. Records Clerks fall into the category of Emergency City Personnel and are required to work on-site during exigent circumstances determined by the City or Police Administration.

This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without reasonable accommodation.

PRIMARY DUTIES:

• Answers all administrative calls.
• Determines if the call is an emergency and if so transfers to 911 Dispatch.
• Enters all non-emergency/not in progress calls into the CAD system.
• Clerks are responsible for obtaining and entering information quickly and accurately.
• Clerks need to know how to respond accordingly by answering questions, providing service, and/or transferring to the appropriate division or agency.
• Processes and proofreads incident case reports, supplements, logs, letters, and warrant requests, often containing sensitive subject matter, while adhering to strict deadlines where applicable.
• Incumbent is exposed to explicitly detailed and graphic information of criminal acts through case report narratives.
• Responsible for meeting strict 24-hour deadlines in compliance with state law.
• This also includes deadlines for arrest case reports due to the judicial processing of arrestees by the Monroe County Prosecutor's Office.
• This also involves distributing these arrest/referral cases to the appropriate office.
• Creates daily summary information when processing case reports while adhering to all public access laws set forth by the State of Indiana and while preserving the anonymity of members of the parties involved when required by law.
• Must maintain working knowledge of public access law to avoid inadvertent release of sensitive data to reduce possible criminal or civil liabilities.
• Populates all relevant data fields to complete an accurate case report that meets all national, state, and federal mandates.
• Also, the ability to effectively critique all elements of a criminal case report in order to consistently maintain the highest level of accuracy in case reporting.
• Maintains strong working knowledge of criminal codes, laws, rules, and regulations related to National Incident Based Reporting System (NIBRS), the State of Indiana, federal, and local ordinances.
• Maintains the integrity, security, and confidentiality of all Records Division documents by ensuring they are properly processed and filed accordingly.
• Clerks process online reports through the police department's online reporting system. These consist of Theft, Fraud, Vandalism, and lost property reports.

SECONDARY DUTIES:

• Records clerks help newly hired clerks after their training period with all Records duties when needed once they are moved to their permanent shift.
• Routinely communicates with officers when processing reports for clarification and obtains additional information when needed.
• Receives payment and fees from the public and adheres to ethical accounting practices.
• Distributes copies of reports, calls screens, and statistical information to the public via mail and email requests.
• Assist officers and other personnel with necessary departmental functions.
• Perform all other duties as assigned.