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HomeMy Public PortalAbout050_PS 14 Records Clerk - 911 Coordinator updated May 2011 (2) Current Grade: 10 Salary: $27,430 -$43,852 Proposed Grade: 12 Salary: $30,242 -$48,346 JOB TITLE: Assistant Clerk of Court II (Records Clerk) Police Records Clerk/Communications Coordinator PS14 DEPARTMENT: Police, City of Tybee Island JOB SUMMARY: This position is responsible for providing clerical and record-keeping support to the department and coordinating the department’s 911 communications division. MAJOR DUTIES: o Separates and files department records: including citations, incident, accident, and supplemental reports; bonds, warrants, record cards, and probation papers. o Transcribes interviews, interrogations and investigative reports. o Copies reports for department personnel, other agencies, and the general public. o Assists in entersing citations to the weekly court docket. o Enters data to the computer, including incident reports, citations, warrants, arrests, and booking reports. o Assists the general public at front window; directs visitors to appropriate persons. o Releases information to authorized parties; maintains records of copies released and to whom. o Reviews reports for accuracy and completeness. o Answers the telephone, directs calls, and takes messages. o Accepts payments for fines, citations, and bail; issues receipts. o Balances cash receipts; prepares bank deposits. o Retrieves information from the GCIC network as requested by officers in the field; conducts driver's history and background checks as directed. o Picks up and delivers all correspondence from City Hall and Post Office. o Plans, organizes, and coordinates the Police Department’s 911 Center and communications division. o Trains personnel in acceptable radio, telephone, and emergency and non-emergency dispatch principles, practices, methods, techniques, and procedures. Clerk of Court II Police Records Clerk/Communications Coordinator, Police Page 2 o Ensures compliance with all relevant laws, regulations, rules, standards, and agreements pertaining to communications division personnel and operations. o Inspects and maintains unit equipment. o Participates in the design, development, and implementation of various area communications systems to ensure efficient and effective operation of related services. o Coordinates the GCIC Terminal Operator Training Program within the agency; provides GCIC training for all other participating agencies. o Serves as the liaison between the department and the GCIC and the National Crime Information Center; ensures that the department meets the requirements of relevant regulatory agencies; National Crime Information Center (NCIC), Georgia Crime Information Center (GCIC, Insurance Services Office (ISO), and the FCC. o Establishes written validation procedures and maintains CJIS Network related documents. o Maintains state certification as Emergency Medical Dispatcher. o Receives calls for medical assistance from members of the community, processes calls for nature and severity of medical emergency. o Coordinates and dispatches appropriate medical resources. o Provides emergency medical assistance in accordance with approved Emergency Medical Dispatch Protocol Response System. o Performs other related duties as assigned. KNOWLEDGE REQUIRED BY THE POSITION: o Knowledge of the principles and practices of law enforcement, 911 Center Operations, communications, and records administration. o Knowledge of modern office practices and procedures. o Knowledge of municipal court practices and procedures. o Knowledge of applicable federal and state statutes, city ordinances, and department policies and procedures. o Knowledge of national and state criminal information system regulations and procedures. Clerk of Court II Police Records Clerk/Communications Coordinator, Police Page 3 o Knowledge of radio codes and signal in the Tybee Island Police and Radio Code Book. o Knowledge of the general geography of the city. o Knowledge of area emergency resources. o Skill in supervising and training others. o Skill in planning, organizing, and developing work schedules. o Skill in computer operation and data entry and retrieval. o Skill in records maintenance and file management. o Skill in performing basic mathematical calculations. o Skill in operating various office equipment and audiovisual equipment., including a typewriter, Dictaphone, calculator, copier, facsimile machine, and personal computer. o Skill in operating a two-way radio. o Skill in dealing with the public. o Skill in oral and written communication. SUPERVISORY CONTROLS: Management assigns work in terms of somewhat general instructions. The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results. GUIDELINES: Guidelines include city and department policies and procedures, standard office practices, NCIC/GCIC regulations, relevant state and federal laws, city codes ordinances, and supervisory instructions. These guidelines are generally clear and specific, but may require some interpretation in application. COMPLEXITY: The work consists of related clerical and record-keeping duties varied administrative, supervisory, and technical duties. The number of duties to be performed on a daily basis contributes to the complexity of the work. SCOPE AND EFFECT: The purpose of this position is to provide clerical and record-keeping support to the department and to coordinate the communications center. Successful performance helps ensure the efficient operation of the department and accuracy of court and department records. PERSONAL CONTACTS: Contacts are typically with co-workers, other city employeesrepresentatives of other police and public safety agencies, attorneys, judges, elected officials, court personnel, vendors, prisoners, and the general public. Clerk of Court II Police Records Clerk/Communications Coordinator, Police Page 4 PURPOSE OF CONTACTS: Contacts are typically to give or exchange information and provide services. PHYSICAL DEMANDS: The work is typically performed while sitting, standing, bending, crouching, or stooping. The employee frequently lifts light objects and occasionally lifts heavy objects. WORK ENVIRONMENT: The work is typically performed in an office. This position may be required to work extended hours including evenings and weekends to respond to emergency issues. SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None This position has direct supervision over Communications Officers (4). MINIMUM QUALIFICATIONS o Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent. o Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one (1) to three (3) two years experience or service. o Possession of or ability to readily obtain a valid driver’s license issued by the State of Georgia for the type of vehicle or equipment operated. o Ability to meet current requirements set forth by the Police Standards and Training Council for the State of Georgia.