Police Records Clerk, Technical Services - 3223

Career Purpose

The position is located in Technical Services Division of the Police Department and works under the supervision of the Police Records Manager. Major job functions are the maintenance of records containing data on all arrest reports, offense reports, accident reports and traffic violations. The position is categorized as a high risk employment.

ESSENTIAL FUNCTIONS OF THE POSITION:

  • Serves as a customer representative for the Police Department, demonstrating a positive attitude and progressive actions through the display of professionalism, courtesy and appropriate tact and discretion in all interactions with other employees, other agencies and the general public.
  • Analyzes and codes reports according to National Incident Based Reporting System (NIBRS) and Uniform Crime Reporting (UCR) standards and enters data into an automated records management system.  Reports to include offense reports, arrest reports, traffic accidents, municipal criminal citations, municipal traffic citations, district criminal citations, district traffic citations, written warnings, field interviews, protective orders, repossessed and Police impounded vehicles, open records requests for digital copies of calls for service and online reports.
  • Retrieves and compiles information from department databases, using a variety of retrieval procedures.
  • Understands and applies laws governing criminal justice records dissemination.
  • Responds to public requests in person, by telephone or mail.  Provides information to other law enforcement agencies.
  • Performs background checks for individuals, businesses, Brady Bill requirements, taxi permits and criminal justice positions. 
  • Organize tasks and assignments according to priority.
  • Assembles and distributes offenses, arrest reports and related documents for investigation, prosecution and other law enforcement related agencies.
  • Accesses Oklahoma Law Enforcement Telecommunications System (OLETS) to enter and retrieve information.  Assisting in the enforcing of system compliance laws and carrying out validation and audit responsibilities.
  • Ensure proper disposal of confidential documents as needed and required.
  • Ensure proper care, operation and maintenance of equipment assigned to the division.
  • Prepares an archival record of Law Enforcement documents on digital imaging systems.
  • Assists in maintaining original files, off-site storage and compliance with records retention and destruction schedules.
  • Receives and physically searches inmates in accordance with State of Oklahoma Jail Standards and local policies and procedures.
  • Operates a cash register to complete payment transactions on Police reports, fines and bonds on inmates. 
  • Performs related duties and responsibilities as assigned.

POSITION STANDARDS:

To perform this job satisfactorily, the individual must be able to execute each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

  • Possess a High School diploma or a GED.
  • No felony criminal convictions or pending felony criminal charges
  • No misdemeanor criminal convictions in the last three (3) years or pending misdemeanor criminal charges.
  • Possession of a valid Oklahoma driver’s license or a valid driver’s license from State of residency.
  • Ability to type at a speed of 40 WPM with errors and 80% on spelling test is preferable. 
  • Ability to obtain and retain certification as a “Full Access User” by the Oklahoma Law Enforcement Telecommunications System (OLETS) within one year.
  • Knowledge of principles and practices related to the operation of the Records Section of the Police Department.
  • Ability to work with minimum supervision and to follow written and oral instructions.
  • Ability to work shift work, nights, evenings, weekends and holidays.
  • Ability to plan, organize, prioritize and follow through with an appropriate course of action.
  • Ability to communicate effectively both oral and written including knowledge of correct English language.
  • Knowledge of proper telephone procedures and etiquette.
  • Knowledge of principals and methods of record keeping as applied to the Police Department.
  • Knowledge of modern office practices, methods and computer equipment.
  • Ability to operate with accuracy, a personal computer, digital filing system, the Oklahoma Law Enforcement Telecommunications System (OLETS) teletype system, typewriter and microfilm reader/printer.
  • Ability to have command of the use of Microsoft Office products.
  • Ability to use with a high degree of expertise, the police record management system.
  • Ability to work with a high level of interruption.
  • Ability and willingness to assume responsibility and demonstrate initiative.
  • Knowledge of basic civil and criminal statutes.
  • Ability to establish and maintain effective working relationships with supervision, peers, other law enforcement officials and the public.
  • Ability to deal with argumentative and difficult people in a professional manner.
  • Knowledge of occupational hazards and safety practices necessary in the workplace.
  • Ability to handle inmates under difficult, stressful and hostile conditions.  Inmates may be combative and irate in nature and caution should be given to protection from infectious diseases.
  • Ability to maintain the confidentiality of all information acquired and utilized during the course of the job.
  • Ability to exercise and demonstrate professionalism, good judgment, integrity, discretion, dependability and enthusiasm.

SPECIAL REQUIREMENTS:

Must have valid typing and spelling scores (less than year old) administered through

Lawton Workforce Center

1711 SW 11th St, Lawton, OK 73501

9 am- 4 pm

Applicants please schedule a test by calling (580) 357-3500

Typing score MUST be submitted with application.

PHYSICAL DEMANDS OF THE POSITION:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk and listening.  The employee frequently is required to stand, walk, use hands and fingers, handle, feel and reach with hands and arms.  The employee may sustain a posture in a seated position for prolonged periods of time.  The employee is occasionally required to stoop, kneel, crouch and crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and ability to adjust focus.  The employee may be exposed to blood borne pathogens, bodily fluids, violent behavior and jail hazards.

ENVIRONMENTAL FACTORS AND WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The work environment for this position is indoors at the Police Department. This is a non-uniformed position.  The work is generally performed in a fast-paced environment where noise and frequent interruptions are encountered.  The position is shift work consisting of three (3) shifts per day.  Persons must be able to work weekends, evenings, days, nights, holidays and/or irregular hours.

INTERPERSONAL RELATIONSHIPS:

Personal contacts are typically with co-workers and fellow employees of the department as well as employees of different departments, external agencies, and the general public.  The purpose of the contacts is assist with the duties or to answer questions requiring explanation or limited interpretation of procedures, rules and regulations.  Contacts may be civil or hostile in nature.

IMPORTANT INFORMATION:

First Application Review:

The first application review date will commence on July 14, 2020.  All application submitted after that date will be placed in a separate folder awaiting the outcome of the initial review.  Should none of the original applicants be selected, the second set will be available for review.

 

Safety Sensitive:

This position is a “safety sensitive” position as defined by the US DOT drug and alcohol testing regulations, the Oklahoma Standards for Workplace Drug and Alcohol Testing Act and/or Oklahoma Medical Marijuana laws. The “safety sensitive” positions in the following categories may be subject to periodic random drug testing pursuant to City of Lawton Administrative Policy 3-02: Drug & Alcohol Free Workplace. Marijuana is one of the substances included in the drug panel screening. Possession of a medical marijuana license will not excuse you from the testing process, or the consequences of testing positive for marijuana. The categories listed are inclusive of City of Lawton jobs only.

  1. Police Officers or Peace Officers;
  2. Employees authorized to carry firearms;
  3. Employees with drug interdiction responsibilities;
  4. Employees that work in direct contact with inmates;
  5. Employees engaged in activities which directly affect the safety of others.

 

Notice:

The duties listed in this description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.  

Equal Opportunity Employer

The City of Lawton affords equal employment opportunity to all individuals regardless of race, color, national origin, sex, religion, age, disability status or genetic information. Persons selected for employment into any position must pass a drug test. Some positions may require passing an alcohol test. Previous employment and any additional experience will be subject to verification prior to employment processing. A driver’s license and driving record check will be conducted if driving is a job requirement. A post offer employment medical examination may be conducted prior to job placement.

Vacancy #
3223
Closing Date
Career Type
Full-time
Salary
$1,001.23 Bi-weekly
Hiring Organization
Police

How To Apply ?

Application Instructions

Note: You need to have Adobe Reader installed on your device to complete the application. Download and complete the attached application in Adobe Reader. Instructions to submit application is mentioned in the application form.