HomeMy WebLinkAboutPublic Safety Clerk Job Description 10 29 2024
CITY OF MONROE
JOB DESCRIPTION
PUBLIC SAFETY CLERK
Supervised By: Records Supervisor or Assigned Police Command Officer
Supervises: No supervisory responsibilities
Position Summary:
Under the direction of the Records Supervisor, the Public Safety Clerk provides
administrative and clerical assistance in support of the records
management function of the Police Department. Provides services to the public,
maintains public safety records and databases, and performs a wide scope of
administrative support tasks for all government agencies. The position requires the
handling of complex documents with a high level of discretion and confidentiality.
An employee in this position may be called upon to do any or all of the following
essential functions. These examples do not include all of the duties that the employee
may be expected to perform. To perform this job successfully, an individual must be
able to perform each essential function satisfactorily.
Essential Duties and Job Functions:
1. Responds to public inquiries and service requests by phone and in person.
Issues gun permits and registers guns, provides police reports, and responds to
inquiries and other service requests. Registers sex offenders, documents, and
updates. Receives and processes Freedom of Information Act requests,
including documentation, reports, video evidence, researching, preparing
responses, invoicing, and forwarding to the City Clerk.
2. Provides reports, related forms, researches multiple databases, and relays
pertinent information to officers.
3. Maintains and investigates court systems for open case files, conducts status
lookups, and records court-related activity and other data. Transmits final
dispositions to appropriate sources and the State of Michigan and removes file
and changes files to inactive status at case closing.
4. Interacts with related service agencies to coordinate processes. Distributes and
receives information according to established operating procedures. Must be
familiar with policies and procedures, with the ability to interpret, apply analytic
and problem-solving ability required for the position.
5. Receives, files, and distributes department records, and criminal complaints,
accident and incident reports. Processes lab reports and verifies results, and
modifies the results in the Law Enforcement Information Network (LEIN). Scan and code
documents for digital filing and access.
6. Serves as terminal agency coordinator (TAC) for LEIN. Performs related
administrative and clerical tasks. Must be knowledgeable in rules, regulations,
application, and operation of LEIN/NCIC. Ensures the agency is in compliance
with all rules, policies, laws, and system integrity. Must perform monthly LEIN
validation for accuracy of entries made by LEIN operators. Coordinates,
oversees, and maintains training records of all terminal operators. Cooperates
with LEIN auditors. Ensures data entered is accurate, complete, and timely.
Reports all known non-compliance issues and violations to the appropriate agency
staff. Continues training for standards and guidelines. Tac shall have the
authority to act on behalf of the departmental agency, LEIN field services, and audit
unit. Continuing education and testing all employees/Officers. The Tac Officer
must recertify all employees/Officers every two years with the Michigan State Police.
7. Operate and monitor the State of Michigan LEIN terminal to enter and cancel
warrants, stolen items, vehicles, breathalyzers, abandoned vehicles, missing
persons and securities.
8. Processes and provides information to other entities, Government agencies, such
as the court system and the State of Michigan, Child Protection Services, and
Michigan Department of Corrections.
9. Monitors, maintains, and verifies various property incidents, such as towed
vehicles or false alarms. Generates reports, sends notifications as required, and
issues fines and costs.
10. Receives emergency and non-emergency calls for service, directing them to
the appropriate personnel according to established rules and practices.
11. Provides department staff with clerical support, data entry, collection, scheduling,
and related functions. Acts as a notary public in relation to handgun purchases
and other department documents. Denies and approves gun permits through the
processing of the MiCJIN system, clarifying with a criminal history check.
12. Prepares billings as required for miscellaneous receivables.
13. Compiles research for the Prosecutor, communicates with officers, and prepares cost
estimate, redact, and download the requested video.
14. Participates in continuing education and training to maintain familiarity with laws
and operating procedures.
15. Note: Although essential job duties and functions will be divided between clerical
staff at the discretion of police command, each clerk must be familiar enough
with the duties of the other clerk(s) to ensure proper functioning of the record
bureau during absences.
16. Performs related work as required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and
minimum qualifications necessary to perform the essential functions of the position.
Reasonable accommodations may be made to enable individuals with disabilities to
perform the job.
Requirements include the following:
• A high school diploma or GED, supplemented by courses in word processing and
office management.
• Two or more years of experience in responsible and confidential records
management.
• Minimum score of 70% on the City of Monroe aptitude examination
• LEIN certification within six months of being hired.
• Ability to become a certified Notary Public within one year of hire.
• Knowledge of modern office procedures and practices, and skill in applying them.
• Ability to acquire knowledge of the laws, regulations and policies governing police
department functions and other public safety processes.
• Skill in the use of office equipment and technology, including Microsoft Suite
applications and software specific to the department; and the ability to master
new technologies.
• Ability to establish effective working relationships and use good judgment, initiative
and resourcefulness when dealing with the public, community leaders, law
enforcement officials, and other City employees.
• Ability to type and enter data rapidly and accurately. Attention to detail is
paramount to success on this job.
• Ability and commitment to maintain confidentiality of sensitive and personal
information that is processed through the department
• Ability to assemble data and prepare accurate records and reports.
• Ability to work effectively under changes in work priorities.
• Based on the needs of the police department (24/7 schedule), may be required to
work a flexible work shift and/or schedule; i.e., weekends, days, afternoons, or
midnights.
• Performs additional duties at the direction of the Director of Public Safety.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are
representative of those an employee encounters while performing the essential functions
of the job. Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate
in person and by telephone, read regular and small print, view and produce written and
electronic documents and enter data on a computer keyboard with repetitive keystrokes.
The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to
finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull
objects of up to 15 lbs. without assistance. Accommodation will be made, if needed, for
office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is
quiet and sometimes moderate.
Revised June 7, 2024