Job Description

Job Description

Job Description

Salary: $22.62 to $30.33 per hour

The Town of Winter Park is accepting applications for a full-time Records Clerk for the Fraser Winter Park Police Department. The anticipated hourly pay for this position is $22.62 to $30.33 dependent on qualifications. The position is eligible for benefits and overtime pay. Responsible for a wide variety of administrative and clerical duties to assist in the day-to-day operations of the Police Department as well as the operation of the Municipal Court. Also works with Records Manager to ensure compliance with the Colorado Criminal Justice Records Act. Previous experience managing criminal justice records is desired but not required. Position is subject to a screening process including criminal history search, employment verification, and a Motor Vehicle Record check. EOE

SUMMARY

This is a skilled administrative position that includes public contact, the collection and maintenance of official records within the Police Department. Responsible for a wide variety of administrative and clerical duties to assist in the day-to-day operations of the Police Department. Assists the Records Manager with the operation of the Municipal Court.

EXAMPLES OF ESSENTIAL DUTIES

The below list is intended to be illustrative of the responsibilities of the position and not all encompassing. The Town may change these duties at any time.

Overall Duties

• Presents a pleasant and positive attitude in all aspects of Town contact; answers telephone, greets public, and disseminates information and directs public to proper departments within the Town government.
• Schedules appointments, meetings, and conferences for departmental staff; receives opens, date stamps mail and routes mail to appropriate department personnel; mails out departmental mail.
• Files and retrieves materials and data from department computerized and manual filing systems; maintain the department's filing system.
• Operates standard office machinery including computer, e-mail, digital signature software, calculator, copier, postage meter, and multi-line phone system; coordinates maintenance and service as required.
• Responsible for maintaining office supplies and forms.
• Assists staff in the preparation of the mail, certified letters, UPS/FedEx shipments.
• Assists in the creation of necessary programs, processes, policies and procedures for assigned responsibilities.
• Performs duties requiring discretion and independence of action; manages confidential matters; manages a variety of administrative details which involve contact with various officials in the public service and private industry.
• Composes and processes a variety of correspondence, reports, forms and other materials; examines for accuracy and completeness; resolves discrepancies, consulting with employees as appropriate.
• Keeps informed of pertinent new rules, regulations and legislation.
• Interacts with the general public, including judges, attorneys, other law enforcement agencies, business owners, property owners, and concerned citizens with tact and diplomacy.
• May operate Town vehicles in the performance of duties and/or to attend training programs.
• Performs other related work as required or assigned.
• Assists in the preparation and processing of records, forms, and other legal papers for the Police Department Records Management System; ensures all materials are complete, accurate, and in compliance with the Winter Park and Fraser Town Codes, Colorado Law.
• Responds to inquiries, questions, and complaints from the general public over the telephone and in person regarding Police records procedures, policies, personnel, or specific cases.
• Receives, accounts for, and deposits monies for fines and fees.
• Compiles data for daily, monthly, annual and other departmental reports.
• Maintains and updates professional knowledge; reads new laws affecting the Police Records; attends training programs, seminars, workshops, and meetings.
• Assists as needed; assists in the preparation of Court packets; fills in for Records Manager at monthly Court sessions when necessary; assists in preparation and retention of records of proceedings and agendas; assists with finger printing, public records requests and pbt testing.

KNOWLEDGE REQUIRED BY THE POSITION

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

• Knowledge of applicable Colorado Revised Statutes which pertain to records retention and public information. Knowledge of the Home Rule municipal form of government.
• Knowledge of municipal government with an ability to acquire a knowledge of agency or department procedures, policies and pertinent functions, ordinances and regulations.
• Extensive knowledge of grammar, spelling and punctuation.
• Ability to communicate effectively with a variety of others to include elected officials, colleagues and others outside of the Town government.
• Ability to make independent decisions and assist in routine managerial decisions.
• Ability to prioritize a wide scope of duties and multiple projects simultaneously.
• Ability to use a personal computer, including word processing, presentation, database and spreadsheet programs.
• Ability to perform duties requiring discretion and independence of action; manages confidential matters; manages a variety of administrative details which involve contact with various officials in the public service and private industry; exercise initiative and sound judgment and to react resourcefully under varying conditions.
• Ability to compose and process a variety of correspondence, reports, forms and other materials; examines for accuracy and completeness; resolves discrepancies, consulting with employees as appropriate.
• Ability to communicate effectively in English, both verbally and in writing, and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with employees, other agencies, elected officials and the general public.

• Must possess excellent research and report presentation skills, strong written and verbal communication skills.
• Ability to drive and operate the department's assigned vehicles and equipment in a safe and efficient manner.
• Utilizes CCIC/NCIC databases to perform driver’s license and criminal history checks.

• Ability to manage multiple tasks with frequent interruptions.
• Ability to work independently with minimal supervision.
• Ability to organize and maintain efficient files.

SUPERVISORY CONTROLS

This position works under the general supervision of the Records Manager. Work is generally performed independently in accordance with established regulations and reviewed through reports and an evaluation of results achieved.

MINIMUM QUALIFICATIONS

Education:

• High School Diploma or GED required
• Associate’s or Bachelor’s Degree preferred

Experience:

• Minimum of one year of experience in an administrative setting
• Previous experience in a municipal government setting is desired
• Experience with word processing, spreadsheets, and police records management systems.

Certification:

• Colorado Law Enforcement Records Technician certification should be obtained within one year.
• Colorado Association of Municipal Court Administrators certification should be obtained within one year

General:

• Valid State Driver’s License
• Satisfactory Motor Vehicle Record (MVR)
• Equivalent combination of education and experience may be acceptable.

GUIDELINES AND SCOPE

All federal, state, and local laws. Work requires discretion and judgment in interpreting Town policies, laws, and ordinances and analysis and judgment in accomplishing diversified duties. Work requires the exercise of independent thinking within the limits of guidelines, policies, standards, and precedents. The purpose of this position is to protect the official records of the Town, and promote the best interests of the citizens of and visitors to Winter Park.

CONTACT

General Public, Coworkers, Law Enforcement Officers, Government Officials. Identifying and initiating policies, procedures, guidelines, and regulations that best protect the official records of the Town ensuring that the administrative offices of the Town promote compliance with these policies, procedures, guidelines, and regulations.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

Frequency Guide

Rarely (R) Less than - 5%, Occasionally (O) 6 – 30%, Frequently (F) 31% - 70%, Constantly (C) Over 70%

Physical Task

Frequency

• Sitting -F
  
• Standing-F
  
• Walking-F
  
• Running-R
  
• Stooping-O
  
• Kneeling-R
  
• Squatting-R
• Climbing-R
• Balancing-O
• Reaching-O
• Grasping-C
• Fingering-C
• Handling-C
• Visual Acuity: Near-C
• Visual Acuity: Far-O
• Depth Perception-R
• Color Discrimination-R
• Peripheral Vision-O
• Talking-C
• Hearing-C
• Other:
  

Physical Surroundings

• Extreme Temperatures-R

• Inside Work-C
• Outside Work-R
• Walking on uneven surfaces-R
• Working at height-R
• Other:

Environmental Conditions

• Exposure to Chemicals-O
  
• Exposure to Gases/Fumes/Dust-O
  
• High Noise Levels-R
  
• Moderate Noise Levels-O
  
• Vibrations-R
  
• Light/Power Equipment Ops-O
  
• Heavy Equipment Operation-R
  
• Work in Traffic-R
  
• Local Travel-O
  
• Out of Town Travel-O
  
• Other:

Weight of Objects Moved

• Over 100 pounds-R
• Over 50 Pounds-R
• Over 10 pounds-O

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