ESSENTIAL FUNCTIONS OF THE POSITION:
- Schedules, coordinates shift changes and supervises Police Records personnel and volunteers assigned to the Records Division. Works primarily day shift, however, may be assigned to other shifts as the need arises.
- Trains Police Record Clerks in office procedures which include National Incident Based Reporting System (NIBRS), Uniform Crime Reporting (UCR), case report processing, auditing, correcting, distributing, filing and timely data entry into records management system, the proper use of office equipment; release of information to public, media and other agencies according to policy, statute or law; operates the cash register for collection of monies for the sale of reports/services, fines, and bonds on inmates.
- Processes court ordered expungements.
- Checks and verifies the collection of daily monies for sales of reports/services, fines and bonds on inmates.
- Acts as liaison for the Oklahoma Law Enforcement Telecommunications System between the Lawton Police Department and the Oklahoma Department of Public Safety.
- Participates and assists in Records Division meetings and other meetings as assigned by the Division Commander.
- Approves time off for assigned Police Record Clerks.
- Conducts yearly and periodic evaluations for assigned Police Record Clerks.
- Assists in establishing and enforcing standards of performance and the job knowledge of Police Record Clerks. This includes recommendations for disciplinary action.
- Assists in the interviewing of potential new Police Record Clerks.
- Responsible for correcting data entry and merging errors on computerized reporting system.
- Maintaining and organizing files that allow information to be retrieved quickly.
- Able to establish priorities and coordinate job tasks for Police Records Clerks.
- Able to adapt and establish guidelines periodically for the Police Records Clerks as the needs of service changes.
- Occasionally assists in compiling and providing monthly and yearly statistical reports.
- Enter and approve time for payroll.
- Purchase and maintain adequate inventory levels for various office supplies and materials.
- Analyze yearly need for citation books, prepare justifications for purchases, generate requisition requests, and order citation books.
- Conduct audit and maintenance of inventory books.
- Organize and compile daily ticket list of incoming citations and arrests for Municipal Court.
- Investigate assigned complaints of misconduct and/or violations.
- Understand, comply and process open records requests.
- Performs other related duties as assigned by the Division Commander.
To perform this job satisfactorily, the individual must be able to perform 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.
- Graduation from high school or a GED.
- Five (5) years of police records experience or equivalent.
- No felony criminal convictions or pending felony criminal charges.
- No misdemeanor criminal convictions in the last three (3) years or pending misdemeanor criminal charges.
- Ability to successfully pass a background check.
- Possession of a valid Oklahoma driver’s license or a valid driver’s license from State of residency.
- Knowledge of principles of management, supervision and planning; police records process and procedures; privacy and security, and Oklahoma Open Records Act; clerical and general office practices, procedures and equipment; correct English usage, spelling and vocabulary.
- Responsible for confidential criminal history files; responsibility for the care, condition and use of materials, equipment, money and tools; great responsibility for supervising and making decisions which affect others including what to do, how to do it and when to do it.
- Communicate effectively both verbally and in writing; ability to professionally furnish and obtain information from other department contacts with other enforcement agencies; requires well-developed sense of strategy and timing.
- Frequent use of Police Records Management System; frequent use of personal computer, mainframe, word processing software, fax machine and copy machine; regular use of a printer and the telephone system.
- Familiar in the use of Microsoft Office Products.
- Ability to prioritize tasks; work well under pressure and impending deadlines; establish effective working relationships with employees and the public.
- Ability to keep complex records, to assemble and organize data and prepare reports; plan, assign and supervise the work of subordinate employees.
- Ability to review, evaluate and analyze facts, exercise sound judgment, and make decisions independently to resolve unique or difficult situations.
- Determine the appropriate course of action to coordinate the flow of paperwork that may include changes to multiple processes.
- Ability to perform numerous projects simultaneously in various stages of completion.
- Skill in exercising an exceptional degree of initiative, judgment, and decision-making abilities to achieve the common objectives of the Department. Ability to handle sensitive and confidential paperwork with discretion.
- Skill in dealing with citizens tactfully; with professionalism and good judgement.
PHYSICAL DEMANDS ON 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.
Great mental effort is required daily; pressure and fatigue are present in this position due to daily exposure to deadlines and other job related pressures; constant attendance is required; organization of your own workday.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, use hands to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
The personal contacts are typically with individuals or groups that have, or could have, some impact on program or policy matters. The purpose of the contacts is to plan and coordinate work efforts; provide input and advice and resolve problems by influencing and motivating.
Supervision Given: The employee is responsible for the operation of the Technical Services Division as it relates to the Records Clerks and their duties. The employee will help train, assist, develop and evaluate employees assigned as Record Clerks.
Supervision Received: The employee is supervised by the Technical Services Division Commander who makes assignments by defining objectives, priorities, and deadlines; and assists the employee with unusual situations, which do not have clear precedents. The employee plans and carries out successive steps and resolves problems and deviations in accordance with instructions, policies and accepted practice. Work is reviewed for technical conformance and consistence with practice and policy.
CITY OF LAWTON BENEFITS:
As an employee with the City of Lawton, you will receive various benefits in addition to your base salary. Some of those benefits are:
- Paid Vacation Yearly (after 6 months of employment)
- 12 or 13 Paid Holidays (7 or 8 hard holidays and 5 flex days)
- 96 hours of sick leave per year
- Partial premium payment for Health Insurance through Blue Cross Blue Shield of Oklahoma
- Health Saving Account (HSA) is available
- Medical Flexible Spending Accounts available
- Dental Insurance coverage through Blue Cross Blue Shield of Oklahoma is available
- Vision Insurance coverage through Blue Cross Blue Shield utilizing the EYEMED network is available
- Life Insurance and Accidental Death & Dismemberment Insurance provided
- Many other Employee paid optional supplemental benefits
- Retirement through Oklahoma Municipal Retirement Fund (OkMRF)
- 3.5% Employee Defined Contribution Plan - 3.5% City match
- 7 years 100% vested
- Voluntary 457 Plans available through ICMA Retirement Corporation or Nationwide
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.
- Police Officers or Peace Officers;
- Employees authorized to carry firearms;
- Employees with drug interdiction responsibilities;
- Employees that work in direct contact with inmates;
- Employees engaged in activities which directly affect the safety of others.
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.
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