6.9. SR 02-05-1996El
iver Date:
Police Department Subject:
Memorandum
ITEM 6.9.
Mayor and City Council
Thomas D. Zerwas, Chief of Police
January 31, 1996
PART TIME RECORDS CLERK
In the 1995 budget process, a part time records clerk had been
discussed and preliminary approval was given. It was the police
department's responsibility to approach the City Council at the
time when we felt it was necessary to request this position be
filled.
During 1995, we used our Community Service Officers (CSO's) for
clerical support and did not pursue this position. A part time
records clerk was, again, requested for 1996 and approved. At this
time, therefore, I am requesting that we be authorized to hire a
part time records clerk to be employed approximately 20-25 hours
per week.
Lori Johnson and I have discussed this job description and its
placement in the pay plan. Our thought is that the appropriate pay
grade would be six (6); starting wages would be $8.45 per hour.
I hope to find a candidate who will be qualified and experienced
with our ENFORS record system, as well as the State and National
Information Systems. This would have an immediate impact by
freeing up CSO Michelle Masica (Cunz) for Community Service and
Crime Free Multi-Housing activities.
My intention, upon authorization of this position, is to have this
part time employee do the majority of the data entry for our in-
house records, along with accompanying data entry in the State
computer network. This would allow TAC Officer Kathy Anderson more
time to address administrative and support duties.
I am enclosing a proposed job description of this position for your
review. If you have any questions, give me a call.
TDZ/kma
13065 Orono Parkway · P.O. Box 723 · Elk River, MN 55330 · (612) 441-2324 · Fax (612) 441-8937
Police Department
Operations Manual
Subjec~:
RECORDS CLERK
Effective Date:
Directive Number:
205A. 00
Page
of 2
01-96
IOistribution:
All Personnel
Accreditation Standards:
PURPOSE
To provide a job description for the position of Records
Clerk.
GENER3LL
Perform clerical and data entry duties utilizing the
knowledge of law enforcement office and crime prevention
procedures, enter law enforcement statistical data using
computer terminal for State and in-house records.
Provide suport to the Terminal Agency Coordintor.
205A.01 DUTIES/RESPONSIBILITIES
Data Entry -- Maintain public safety information
by performing computer operation/data processing
activities to include coding, entering and
retrieving data from law enforcement information
systems. Enter, modify, delete crime file entries
into the in-house and State/National crime
information systems according to CJRS (Criminal
Justice Records System) standards.
2.)
Filing -- Record all hard copy data according to
department procedure. Retrieve files and prepare
copies of records to be distributed as need within
the department.
3.)
TyDing -- Type documents,' i.e., memos,
correspondence, reports, statements, etc. from
handwritten, typed or recorded material using
typewriter or word processing equipment for
transcription.
4.)
Reception -- Receive, screen and route calls and
greet visitors. Provide information,
explanations, and assistance to the public and
other employees.
5.) Copy -- Copy, .collate and bind documents.
6.)
Proofread -- Proofread documents to ensure
accuracy of copy, grammar, punctuation and syntax.
Elk River Operations Manual
Subject:
RECORDS CLERK
Directive Number:
205A. 00
Page
2 of 2
205A.02
205A.03
7.)
Dispatch -- Receive incoming calls to Public
Safety Dispatch Communication Center, gather
pertinent information from caller, determine
priority of call.
8.)
Other -- The duties and responsibilities
enumerated above are not intended to be all
inclusive and may be expanded to include other
duties or responsibilities that the City of Elk
River may deem necessary from time to time.
QUALIFICATIONS
Education -- High school graduate or equivalent
with post high school secretarial education and
CJRS training.
2.)
Specific Skills -- Must have a thorough working
knowledge of all standard office equipment,
including word processing systems. Must be able
to pass State certification. Must be able to
accurately type 80 words per minute.
3.)
Experience -- Two to three years' law enforcement
office and CJRS related work with coding and
statistical entry experience. Prefer WordPerfect
and MASYS software background.
DIRECT SUPERVISOR
The direct supervisor of the Records Clerk is the Chief
of Police or his/her designee.
This Job Description Does Not Constitute a Contract of Employment.