Senior Records Clerk

Principal Function

The Senior Records Clerk is responsible for the day to day operations of the records section of the Support Services division of the Police Department, and within the City of Hammond, and all other duties as assigned.

Essential Duties and Responsibilities

Duties include, but are not limited to:

1. Fulfills records and subpoena requests from attorney’s offices, insurance companies, agencies, etc. and maintains the proper paperwork and billing logs for each.
2. Maintains communications with the Legal Department within the City of Hammond regarding approvals for Police Officers and Detectives checking out case files for subpoenas and court cases.
3. Collects various fees from the public to include: vehicle releases, copies of reports, alarm fees and fines, etc. and prepares and issues receipts.
4. Maintains the daily cash drawer intake at the front window from payments received for records transactions and balances at the end of each day for the daily deposit.
5. Processes, audits, and submits daily deposits for records transactions to the Controller’s Office.
6. Audits monthly transactions from the cash drawer with the receipt books.
7. Verifies and processes expungements received from the Lake County Attorney’s Office and maintains the expungement filing system and software database.
8. Composes and types correspondence, as needed.
9. Assists the Payroll Administrator with processing timesheets, and with maintaining and auditing records section employees time off.
10. Orders and maintains all supplies and materials, e.g., ticket books, parking ticket books, receipt books, etc. for the records section.
11. Maintains all office equipment to include: the printer, copier, facsimile machine, postage machine, etc. as well as the paper count on the copy machine.
12. Assists the department with answering the telephones and responds and/or forwards the calls, as appropriate.
13. Compiles daily, weekly, and monthly reports and statistics pertinent to the operation of the Police Department and related to the records section.
14. Processes and maintains all information related to the permitting of alarms, active alarms, false alarms, etc. in the required software database system and prepares and mails the monthly invoices for false alarms.
15. Manages and maintains the records filing system in its entirety by rotating files to be scanned, archived, or destroyed, maintaining the sign-out log system, attaching paperwork to a designated file, etc.
16. Picks-up incoming mail and distributes and prepares outgoing mail, as needed.
17. Attends and helps execute events for the City of Hammond in order to engage with the community.
18. Assigns work to the College Bound students, while abiding by the requirements of the program, as needed.
19. Assists the Records Clerk at the service window with the processing of daily offense incidents, offense reports, and background checks, the registering of bicycles for the public, the shredding of documents, etc. and all of the duties of their job, and performs all related duties during their absence.
20. Assists the Indiana Data and Communications Systems (IDACS) Coordinator and Records Clerk with all of the duties of their job, and performs all related duties during their absence.
21. Performs administrative support tasks for others within the Police Department, as needed.
22. Communicates with and between city offices/departments, the Public Information Officer, and the Police Chief, as needed.
23. Attends all meetings, conferences, training sessions, etc., as required by the City of Hammond and the department.

Supervisory Responsibilities

Supervises employees who work in the Police Department – Support Services Division to include: the Records Clerk, Indiana Data and Communications System (IDACS) Coordinator/Records Clerk, Janitor (PT), and College Bound students. Employee carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; scheduling and approving time worked; evaluating performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Competencies

To perform this job successfully, all employees at the City of Hammond should demonstrate the following competencies:

• Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Public Service – Responds to requests for service and assistance; Manages difficult or emotional situations focusing on listening without interrupting and keeping one’s emotions under control; Solicits feedback to improve service.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views and is willing to try new things; Gives and welcomes feedback from team members; Contributes to building a positive team spirit; Puts success of team above own interests; Builds morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Oral and Written Communication – Speaks clearly and persuasively in positive and negative situations; Listens and gets clarification; Responds well to questions verbally and in a written format; Writes clearly and informatively and edits work for spelling and grammar; Reads and interprets written information; Presents numerical data effectively, as required by the job.
• Organizational Support – Follows policies and procedures; Completes the essential duties and responsibilities of the job correctly and on time; Maintains confidentiality and meets commitments, as required; Supports affirmative action and respects diversity; Participates in meetings; Supports the municipality’s goals and values; Represents the municipality in a positive manner when engaged in outside activities.

Job-related Competencies

To perform this job successfully, employees in this job should demonstrate the following competencies:

• Leadership – Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Delegation – Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Cost Consciousness – Works within approved budget; Develops and implements cost saving measures; Conserves organizational resources.
• Project Management – Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Education and/or Experience

High school diploma or general education degree (GED) is required; and Bachelor’s degree (B.S./B.A.) in business administration, records management, management, or related field is desired; and two years related experience and/or training; or equivalent combination of education and experience is required. Previous records experience in a municipal or government-related job is required. Previous supervisory experience is desired. The ability to be bonded and the ability to meet the National Crime Information Center (NCIC) and Federal Bureau of Investigation (FBI) requirements to become a certified Indiana Data and Communications System (IDACS) user is required.

Other Skills and Abilities:

The following skills and abilities are either required or desired.

• Computer software skills required include: Microsoft Outlook, Word, Excel, and Access.
• The ability to learn office and municipality-specific software within a reasonable timeframe is desired.
• The ability to utilize a broad knowledge of management principles, practices and techniques to formulate and coordinate activities and functions with the City of Hammond is required.
• A working knowledge of administrative policies, procedures, standards, and work methods is required.
• A basic knowledge of federal, state, and local laws and codes governing public records is required.
• A comprehensive understand of how to read and interpret documents such as legal paperwork, court documents, and procedure manuals is required.
• A comprehensive understanding and knowledge of accounting, auditing, finance, bookkeeping, and budgeting principles and practices and report writing, while paying close attention to detail is required.
• A general understanding and knowledge of purchasing processes and procedures is required.
• A general knowledge of all municipal operations within the City of Hammond is required.
• A working knowledge of the Support Services Division and the Police Department’s policies, procedures, standards, internal controls, and work methods and the ability to enforce them is required.
• Familiarity with other public agencies associated within the Support Services Division and the Police Department is required.
• The ability to maintain and cultivate positive relationships with the public, vendors and other City of Hammond departments is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to multi-task and work in a fast paced environment while providing exceptional customer service is required.
• The ability to resolve conflicts between employees and between employees and the public is required.
• The ability to recognize confidential information and to keep that information confidential as required by state statutes and internal office processes, procedures, and guidelines is required.
• The ability to remain current with all required licenses, certifications and in-service requirements is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, postage machine, calculator, microfilm, and other office equipment is required.
• The ability to speak, read and write in English is required. Spanish is desired.

Physical Demands

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

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand; and walk. In addition, the employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee is frequently required to move up to 25 pounds and may use a cart, dolly, or other assistive device.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.
While performing the duties of this job, the employee is frequently exposed to working near mechanical parts and electrical shock when working with office equipment. The employee is occasionally exposed to outdoor weather conditions when traveling outside of the office. The noise level in the work environment is usually quiet to moderate.

The Support Services Division of the Police Department is open from 8:30 a.m. to 4:30 p.m., Monday through Friday, and this job may require work beyond these hours and on the weekends and on holidays, as needed. The employee may also be required to drive either City of Hammond vehicles or a personal vehicle. Thus, a valid driver’s license may be required and the employee may need to be able to be insured by the city.