Position Summary

The Records Clerk provides the public with access to specific records created by the police department related to accidents or incidents. This position organizes records in such a way as to create the most efficient usage and storage.  It also performs other customer service and clerical responsibilities.   

Essential Duties and Responsibilites

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

When assigned as a full-time Records Clerk:
 

• Receives, researches, provides estimated costs, compiles, copies and redacts (if needed) requested documents concerning all records requests received via email, phone, fax and walk-ins at the Milton Police Department; notifies requestors of records availability and payment methods in accordance with the Georgia Open Records Act; checks status on pending requests and processes if required.
• Collects and disseminates mail, subpoenas, and delivered packages to appropriate individuals.
• Monitors phone line; assists with any records requests received or route calls to proper departments.
• Maintains accurate and up-to-date files and logs for Police Records pertaining to Accident & Incident Reports, Citations, Juvenile Citations & Complaint Forms, Impound Records, Criminal Trespass Warnings, Courtesy Warnings, Dept of Drivers Service Information, Jail Files, Subpoenas, etc.; develops and updates various logs pertaining to the above-mentioned documents; develops, maintains and updates filing systems for efficient and optimal records management.
• Staffs front desk and assist walk-ins locate the proper department or contact the appropriate person.
• Verifies and performs required archiving or requests for destruction on all documents pertaining to the past year activity in accordance with The Georgia Archives Records Retention Schedule for State & Local Governments; archiving is performed once a year.
• Performs other related duties as required.

Qualifications

Education and/or Work Experience Requirements: 
 

• High School diploma or GED equivalent.  One year of customer service in a municipal environment or any equivalent combination of education, training, and experience that provides the required knowledge and skills to meet the above stated responsibilities.
• Knowledge of clerical and computer operating systems such as Microsoft Office, etc.

Additional Information

Scope and Impact: 
 
Considerable initiative and independent judgment are expected in resolving day-to-day problems, even where clear-cut guidelines are not available.  Position has recurring work situations that involve having a very high degree of discretion. The need for accuracy and effective utilization of accepted programs and routines is high. Errors in judgment will waste resources and adversely impact performance. Work priorities are determined by the incumbent and then reviewed and agreed upon by the direct manager.

Communications/Customer Contact: 
 
Frequently in contact with supervisor, other members of  the department, city employees, outside agencies, and citizens.  Ability to communicate clearly and effectively with people in a courteous, tactful, and fair manner under all conditions. Ability to provide information and explanations of the processes and procedures of the department and municipal government to employees, city staff, and management.

Limitations and Disclaimer: 

The above position description is meant to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties and skills required for the position.
 
This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position, and those duties may change, be eliminated, or expanded in accordance with the needs of the City of Milton. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor and in compliance with federal and State laws and applicable regulations.
 
The City of Milton is an equal opportunity employer and does not discriminate or retaliate against job applicants or employees on the basis of age, sex, race, national origin, military service, genetic information, disability, pregnancy, religion or on the basis of any other protected category. Job applicants and employees may request reasonable accommodations, in accordance with Americans with Disabilities Act. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some essential job requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.
 
Requirements listed in this description are representative of minimum levels of knowledge, skills and/ or abilities required to perform this position successfully, and the applicant and/or employee must possess the listed abilities or aptitudes to perform each duty proficiently.   Continued employment with the City of Milton remains on an "at-will" basis. This description does not create a property interest, an employment agreement, or alter the terms and conditions of any other policy or agreement that may be in effect now or in the future.