Listing Summary

The Police Records/GCIC Clerk ensures GCIC rules, regulations and requirements are followed, serves as a the point of contact for validations and other GCIC/NCIC related matters, and ensures compliance with terminal agency responsibilities as required.  The Police Records/GCIC Clerk may also perform a wide variety of general and/or specialized office support, clerical, and technical work in support of the Police Department; collects, records, transcribes, maintains, edits, and retrieves confidential law enforcement data and information; performs a variety of recordkeeping functions, including processing police reports; receives and provides assistance to the public at the front counter and over the telephone; and provides other support and assistance to other non-sworn functions and activities of the Police Department. 

This position will require shift work, including nights and weekends, to support a 24/7 operation.

ESSENTIAL DUTIES & RESPONSIBILITIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

• Utilizes Georgia Crime Information Center and National Crime Information Center terminals: conducts background and criminal history checks; enters information regarding tags, driver's licenses, warrants, missing persons, and stolen property; and obtains, retrieves and relays information to police officers, detectives, other law enforcement or other staff as requested.
• Enters/retrieves a variety of data into/from GCIC/NCIC, Computer-Aided Dispatch (CAD), and/or in-house computer; modifies, locates, maintains, saves, and/or clears files/records within databases; records information manually into appropriate logs when computerized systems are out of service.
• Runs criminal and driver histories and computer background checks; handles inquiries on driver's licenses (OLNs), vehicle identification numbers/tags, warrants/summons, stolen articles/property, wanted/missing persons, and guns.
• Relays various information from GCIC/computer database to officers and other requesting agencies.
• Places, verifies, releases holds and checks warrants in other counties or other states; processes warrants received from other agencies; removes warrants that have been served or cancelled from GCIC.
• Enters GCIC warrants and prepares daily reports for GCIC according to the policies and procedures of GCIC/NCIC within 12 hours; retrieves reports from GCIC on wanted persons, compiles statistical data from GCIC reports and completes LEDS worksheet on wanted persons; compiles and mails monthly GCIC housing report and social security report; checks the AS400 warrant system to see if the warrant is still active.
• Receives GCIC validation report, checks case files to determine if information is accurate, complete, and current, enters names, cross-checks queries with GCIC and validates the warrants, advises GCIC of the status of reports, and ensures timelines are strictly followed.
• Checks the original warrant, warrant docket, courts, or other sources to ensure each warrant supports the record entry is valid, and runs driver history and criminal history files from GCIC to obtain any additional information that makes the entry more complete.
• Makes supplemental entries, modifies entries, and makes changes as more information becomes available.  Records may indicate that a caution indication should have been used on an entry, cancels, and re-enters using the appropriate caution screen.
• Cancel and clear all records that are invalid, recalled, dismissed, or have gotten a locate message.
• Conducts the 2nd person review daily on all warrants that were served, quality check that the deputy has properly completed and signed the log.
• Coordinates with probation offices to get files corrected as required.  Contacts prosecutor to obtain information on extraditions from jurisdictions within the limits cited, checks with investigators and prosecutors to determine if the case is prosecuted, cancelled, or dismissed.
• Provides GCIC auditors with complete, accurate, and quality information when compliance audits are conducted.
• Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, retrieving, and distributing technical and confidential law enforcement data and information including police reports, citations, warrants, protective order, and subpoenas.
• Enters, maintains, and retrieves data, reports, and information into and from a variety of automated law enforcement records systems, including a Records Management System (RMS).
• Verifies documents for vehicle releases; runs various records for background checks; runs arrestees and suspects for warrants, driving records, and criminal history; assists officers with RMS checks.
• Processes case reports including citation amendments, Department of Motor Vehicle paperwork, domestic violence reports, and traffic accidents; prepares all reports, including both misdemeanors and felonies; processes all reports to be forwarded to proper individual or agency.
• Assists with Police file and record management including their destruction and transformation to micro imaging; scans reports; assists in the implementation of file record management systems and programs.
• Photocopies and distributes crime, incident, arrest, and accident reports to the general public and various agencies.
• Collects checks and cash for reports, vehicle releases, case reports, and other matters; maintains appropriate ledgers; prepares and issues receipts.
• Assists other departmental and City personnel with administrative and office support functions, provides materials to other agencies; maintains accurate records; maintains various logbooks; receives packages and opens and distributes mail.
• Assists, provides information, and responds to questions and concerns from the general public, departmental staff, and other agencies in person and by telephone; answers and responds to calls on multiple phone lines; forwards calls to appropriate personnel; takes and provides phone messages.
• Types correspondence, reports, forms, and other confidential and specialized documents from drafts, notes, dictated tapes, or brief instructions; composes letters and other documents as necessary.
• Performs other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Records management principles, procedures, techniques, and equipment.
• Public and agency desk procedures and methods of providing services and information including those related to collecting, maintaining, and releasing information, files, and documents.
• Pertinent federal, state, and local laws, codes, and regulations and department rules, policies, and procedures.
• Customer service principles and practices.
• Methods and techniques of proper phone etiquette.
• Principles and procedures of record keeping and filing.
• Mathematical principles.
• Basic principles of business letter writing and basic report preparation.
• Excellent verbal and written English usage, spelling, grammar, and punctuation.
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

• Understand the organization, operation, and services of the City, the Police Department, and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general administrative and departmental policies and procedures.
• Compile, maintain, process, and prepare a variety of records and reports.
• Perform record searches quickly and accurately.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Exercise good judgment in maintaining critical and sensitive information, records, and reports.
• Read, understand, and review documents for accuracy and relevant information.
• Use applicable office terminology, forms, documents, and procedures in the course of the work.
• Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures.
• Organize and prioritize work assignments.
• Meet critical deadlines.
• Deal successfully with the public, both in-person and over the telephone.
• Courteously respond to community issues, concerns, and needs.
• Understand and follow oral and written instructions.
• Operate and use modern office equipment including a computer and various software packages.
• Operate specialized automated law enforcement information systems including Police computer systems to access and maintain data.
• Type and enter data accurately at a speed necessary for successful job performance.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Have a "team player" mentality; take direction well from his/her Supervisor.

MINIMUM QUALIFICATIONS

Any combination of education and experience sufficient to successfully perform the essential functions

• High School diploma or GED equivalency.
• Two years of responsible clerical experience and/or five years of experience working in a fast-paced administrative position.
• Data Entry Skills, determined by the agency.
• Good organizational, human relations and technical skills.
• Possession of a valid Georgia Class C driver’s license.

PREFERRED QUALIFICATIONS

• Terminal Agency Coordinator Certified
• One or more years of experience working within or closely with a Police/Sheriff's Department.
• Associate's Degree in information or records management, business management or related field.

LICENSES AND CERTIFICATIONS

• Must possess (or obtain within six (6) months of hire) and maintain the following certifications:
  • GCIC Basic Operator
  • NCIC Basic Operator

PHYSICAL DEMANDS

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

While performing duties of the job, employee typically handles office equipment, objects, or controls and frequently communicates with others. Moderate physical exertion is present because of some stooping and kneeling required. Employee will sit or stand for long periods of time and may occasionally move up to 20 pounds. Will require travel between facilities or to external agencies.

WORK ENVIRONMENT

Employee will work in a generally comfortable office setting. Great mental effort is required daily; moderate mental pressure and fatigue exist during a normal workday due to constant exposure to deadlines; frequent contact with high-profile individuals.

Reasonable accommodations may be made upon request to Human Resources to enable people with disabilities to perform the essential functions of the job.

EQUAL OPPORTUNITY EMPLOYER
The City of Johns Creek is an Equal Opportunity Employer. We do not discriminate on the basis of age, gender, race, color, national origin, religion, disability, or any other class or status protected by law.

IMPORTANT:  By submitting your resume online, you hereby authorize the City of Johns Creek to contact, obtain, and verify the accuracy of information contained in this application from all previous employers, references, and educational institutions. You also hereby release from liability the City of Johns Creek and its representatives for seeking, gathering, and using such information to make employment decisions and all other persons or organizations for providing such information.

You understand that any misrepresentation or material omission made by you on this application will be sufficient cause for cancellation of this application or immediate termination of employment if you are employed, whenever it may be discovered.
 
The Police Records/GCIC Clerk starting pay will be competitive and commensurate with the chosen candidate’s qualifications and experience.  The target starting pay is between $21.86 and $24.10/hour.  This position is non-exempt, and occasional Overtime will be required.  The City of Johns Creek also offers an attractive benefits package, including health benefits, retirement (401(a) and 457 Plans), and paid leave.  

Interested professionals should submit a resume, cover letter, and contact information for professional references. 

No unsolicited letters, emails, telephone calls, or in-person submission will be considered in fairness to other potential candidates for this position.

The City of Johns Creek is a drug-free workplace and an Equal Opportunity Employer.