About the position
The City of Elkhart is seeking a dedicated Records Clerk to join the Police Department's Records Division. This full-time position, under the direct supervision of the Records Manager, involves a variety of responsibilities centered around managing sensitive information and providing excellent service to the public. The Records Clerk will be the first point of contact for the public regarding records and reports, ensuring that all transactions are handled with accuracy and confidentiality. The role requires a strong attention to detail, as the clerk will be responsible for receiving and recording transactions related to parking tickets, accident reports, traffic citations, and case reports. Additionally, the clerk will prepare cases for submission to the court system and maintain accurate records of all activities. Daily tasks will include data entry of new cases into the system, follow-up procedures for file maintenance, case closings, and updates on stolen property. The Records Clerk will also be responsible for the distribution of warrants and the maintenance of juvenile referrals, ensuring that all necessary follow-ups are completed in a timely manner. The position requires the ability to learn fingerprinting techniques and take identification photos, as well as scanning records for preservation and shredding documents that have been approved for destruction. The clerk will also review and approve online reports, contributing to the overall efficiency of the Records Division. The ideal candidate will possess strong interpersonal skills to establish effective relationships with fellow employees and the public. The ability to handle sensitive information with discretion and maintain confidentiality is crucial. The Records Clerk must be courteous, tactful, and diplomatic when dealing with inquiries from the public, ensuring that all interactions reflect the professionalism of the City of Elkhart Police Department. This position is essential for maintaining the integrity of the department's records and supporting the overall mission of public safety.
Responsibilities
- Receive and record transactions of parking tickets, accident reports, traffic citations, and case reports.
- Assemble cases for daily submission to the court system.
- Daily preparation and data entry of new cases into the system.
- Perform necessary follow-up procedures including file maintenance, case closings, and updates on stolen property.
- Data entry and file maintenance for warrants and juvenile referrals.
- Prepare documentation for submission to probation, prosecutor, and welfare.
- Data entry and file maintenance for vehicle impounds and gun permits.
- Provide services to the public for gun permit applications and registrations.
- Learn fingerprinting techniques and take identification photos.
- Scan records and cases for preservation to microfilm.
- Shred records and cases that have been preserved and approved for destruction.
- Review and approve online reports.
- Handle phone inquiries and record desk inquiries.
Requirements
- Graduation from an accredited high school or equivalent.
- Data processing skills on Windows-based programs.
- Proficiency in Microsoft Word and Excel.
- Ability to type at least 50 words per minute with speed and accuracy.
- Good oral and written communication skills.
- Ability to operate office equipment such as copiers, fax machines, and document scanners.
- Knowledge of confidential information management.
- Ability to relate effectively with the public.
- Ability to learn all division operations.
- Familiarity with Adobe Pro.
Nice-to-haves
- Experience in a law enforcement or public service environment.
- Knowledge of legal terminology and court procedures.
Benefits
- Competitive hourly wage of $24.00
- Full-time employment status
- Opportunities for professional development
- Supportive work environment within the Police Department
