Records Clerk (KPD)

Job Summary

CITY OF KINGMAN

RECORDS CLERK

KINGMAN POLICE DEPARTMENT

MONDAY - THURSDAY 7:00AM - 6:00PM

$ 17.60 - $21.13 /HOURLY

$ 36,608- $43,950/ANNUALLY

(HIRE IN RANGE; DOQ)

POSITION IS FLSA NON-EXEMPT

Learn more about our Benefits & Wellness Incentives

APPLICATION MUST BE SUBMITTED BY 7/11/24 5:00PM

OVERVIEW
The City of Kingman is located in Mohave County approximately 100 miles southeast of Las Vegas and 195 miles northwest of Phoenix nestled between the beautiful Cerbat and Hualapai Mountain Ranges along historic Route 66. In 2019, Reader’s Digest named Kingman one of the “Nicest Places in Arizona” for its thoughtful residents and spirit of generosity. In addition to its small-town look and feel, the area also offers a wide range of recreational activities that include hiking, bike and ATV trails, camping, golf, beautiful parks, historical attractions, nearby lakes, and the Colorado River. With more than 400 full and part-time employees across 30 divisions, the City of Kingman provides exceptional public services to over 30,000 residents. Our focus on high-quality customer service, safety, and teamwork underpins our efforts to foster an atmosphere where citizens and businesses can thrive.

For more information about the City of Kingman, please see our Open Finance Portal , Choose Kingman Economic Development page, and our Go Kingman tourism page for more information.

GENERAL DESCRIPTION OF POSITION

The purpose of the Police Records Clerk position is to compile, review for quality assurance, disseminate, maintain and secure police records. This position serves as the primary point of contact via phone/fax/mail/email/in-person for law enforcement, other governmental agencies, the public, insurance companies, and attorneys requesting police records and provides direction, details, and answers to questions concerning police reports, cases, and various police-related information. The Police Records Clerk works daily with sensitive and highly confidential information and is relied upon by the department to safeguard data and ensure our compliance with federal and State laws. Repetitive exposure to and viewing of body worn camera videos involving nudity, dismemberment, death, abuse, and trauma. Individuals in this position are exposed to negative auditory and visual stimuli on a regular basis.

SUPERVISION RECEIVED

Works under the supervision of the Records Supervisor

SUPERVISION EXERCISED

None

Minimum Qualifications/Special Requirements

EDUCATION AND EXPERIENCE

• Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, word processing, electronic spreadsheets and databases, filing, accounting and bookkeeping, and
• Two (2) years of administrative, office support-related experience.
• Any equivalent combination of education and progressively responsible experience which provides the knowledge, skills, and abilities necessary to perform the work.

SPECIAL REQUIREMENTS

• Valid Arizona Driver's License or ability to obtain within 6 months of hire.
• ACJIS Network Terminal Operator Certification Level A within six months of hire date.
• Ability to accurately read and write the English language.
• Ability to be bondable and may be required to become a notary public.
• Kingman Police Department - requires the ability to successfully test at a typing speed of at least 40 words per minute and must be able to successfully complete an extensive background check, polygraph, and drug screening upon hire.

Essential Functions

Essential Functions are not intended to be an exhaustive list of all responsibilities, duties, and skills. They are intended to be accurate summaries of what the job classification involves and what is required to perform it.

• Enters and processes a wide variety of police records, reports, and materials. Copies, distributes, and disseminates police records to appropriate personnel or agencies as required or requested. Enters, accesses, and updates data in automated local, state, and federal computer databases to maintain a high level of integrity within these systems.
• Assists the general public, departmental personnel, and representatives from other agencies in obtaining police-related information in accordance with established regulations and department policy. Processes mail inquiries from the public and insurance companies requesting copies of police reports. Completes background investigation requests.
• May perform queries of information on computerized Criminal Justice Information Systems (ACJIS/NCIC).
• Completes mandated State and Federal monthly validation of all Police Department entries into State and Federal databases.
• Enters criminal and civil citations into the records management system.
• Reviews, accepts and appropriately disseminates subpoenas on behalf of department personnel.
• Accepts fees for police-related documents within the context of lobby operation hours, ensuring the security, reconciliation, and deposit of these monies. Performs cashier duties for collection of fees for reports and documents.
• Acts as the front desk lobby receptionist, answering telephones, transferring calls, assisting the citizens that come to the police department, and performing other duties as assigned.
• Distributes citations/reports to other law enforcement agencies.
• Reviews information requests and retrieves data from various databases.
• Indexes, selects cross-references and arranges records, documents, and correspondence in a variety of files and computerized information systems.
• Processes redactions, both video (Axon) and written.
• Manages, tracks, and contacts sex offender registrations.
• Handles subpoenas and injunctions.
• Composes correspondence; types and/or uses word processing software to prepare reports, documents, letters, forms, and other items.
• Prepares materials for meetings, develops and maintains detailed records of activities and functions.
• Retrieves historical information from files, archived records, computerized information systems, and record management systems.
• Verifies the proper recording of documents and telephone requests for reports.
• Provides information and directions to the public regarding Department procedures and practices, and the filing of complaints, etc.
• Answers the telephone, exercising basic responsibility in determining the priority of responses and transferring emergency calls to other agencies and units, as warranted.
• Receives, sorts, and distributes incoming and/or interoffice mail.
• Prepares logs and reports as required.
• Provides exceptional customer service to internal and external customers.
• Maintains absolute confidentiality of work-related issues and City information.

PERIPHERAL DUTIES

• Performs related duties as required or assigned.
• May serve on a variety of employee committees.
• Performs special assignments as requested.

Miscellaneous

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

Knowledge: Police Department policies and procedures; Applicable City, State and Federal policies, laws, and regulations. Working knowledge of principles, practices and techniques of quality customer service; Computers and information systems; Office automation, practices and procedures; Cash handling processes; Basic knowledge of mathematics and recordkeeping/filing principles and practices; English spelling, grammar, and punctuation;

Skills: Skill in the operation and care of standard office equipment including personal computer and related software applications; Providing quality customer service both telephonically and in person; Prioritizing work and multi-tasking; Performing efficient and accurate data entry; Maintaining various records and files; Establishing and maintaining effective working relationships with co-workers and the public; Troubleshooting problems; Working in a team environment; Demonstrating proficiency to prepare documents, spreadsheets, databases, and email; Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Abilities: Ability to maintain complex files and records and to prepare reports from same; Maintain confidentiality; Understand and follow instructions; Communicate effectively verbally and in writing; Establish and maintain effective working relationship with general public and other employees; Be productive under minimal supervision; Work under pressure and/or with frequent interruptions; Effectively meet and interact with the public; Work with irate or difficult customers and apply appropriate courtesy, tact and persuasion to effect constructive conclusion; Handle money appropriately and accurately; Perform arithmetic computations accurately and quickly; Maintain and utilize complex police files; ability to understand and follow instructions; Adapt to changing work priorities; Work independently and to complete daily activities according to work schedule; Participate in teamwork productively.

WORK ENVIRONMENT
The work environment characteristics attached to the job description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMMITMENT TO SAFETY & WELLNESS
It is the policy of the City of Kingman to ensure a safe, healthful workplace for all its employees. It requires that every person in the organization assumes the responsibility of individual and organizational safety. Injury and illness losses from incidents are costly and preventable. The City of Kingman will employ an effective accident and illness prevention program and a comprehensive wellness program that involves all its employees in the effort to eliminate workplace hazards and promote employee health and wellness. All employees are expected and encouraged to participate in safety and wellness program activities including the following: reporting hazards, unsafe work practices and accidents immediately to their supervisors or a safety committee representative; wearing required personal protective equipment; and participating in and supporting safety committee activities.

DISCLAIMERThe above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel in this position. This job description is subject to change as the needs and requirements of the position changes.

FIND YOUR REWARDING CAREER WITH US!

Personal Growth Opportunities ~ Meaningful and Challenging Work ~ Public Service
Community Spirit ~ Training and Development

FIND YOUR REWARDING CAREER WITH US!
Personal Growth Opportunities ~ Meaningful and Challenging Work ~ Public Service
Community Spirit ~ Training and Development

2023-2024 Benefit Guide (PDF)

Health

• Excellent medical, dental and vision insurance.
  • Telemedicine available through BlueCare Anywhere for general medical and behavioral health.
• Flexible spending (FSA) or health savings accounts (HSA).
  • Employer contribution to HSA equivalent to 50% of plan-year deductible. This is currently $750 for Single Coverage and $1,500 for Family Coverage.
• Employer-paid group basic life insurance coverage for employee and dependents on medical plan.
  • Supplemental group insurance and third-party options available.
• Virgin Pulse, our comprehensive well-being platform designed to push you towardsgood health in mind, body and spirit.
  • Participation incentives with up to $300 redeemable annually.
• Work/Life support services through the SupportLincEmployee Assistance Program (EAP).
  • Six free counseling visits annually.

Leave

• 12 paid holidays , including a floating birthday holiday each year.
• 16-35 paid vacation days per year.
  • 6.15 hrs. 1-5 years; 7.69 hrs. 5-10 yrs.; 9.23 hrs. 10-15 yrs.; 10.77 hrs. 15+ yrs.
  • Shift fire personnel accrue leave at 1/3 more per pay period.

• 3.69 sick hrs per pay period (approx. 9-12 sick days per year).
  • Shift fire personnel accrue leave at 1/3 more per pay period.
  • Part-time/seasonal employees earn 1 hours of sick time for every 30 hours worked.

Other leave types available, including:

• 10 hours of Volunteer Time Off (VTO).
• Up to 5 days for bereavement.
• Jury Duty.
• Military Training, and more.

Leave donation program.
Financial

• Tuition reimbursement up to $4,500 annually.
• Shift differential pay (2nd & 3rd shift).
• Bonus Programs.
• Skill-based, Certification & Bilingual Pay.
• Clothing Allowance for Uniformed Personnel.

Recognition & Appreciation

• Quarterly Performance Conversations (TrakStar).
• Mission, Vision, Values (MVV) Excellence Awards.
• Safety Awards.
• Service Awards at 5, 10, 15, 20+ years of service.
• Biannual All-Employee BBQ Lunch.
• Annual Employee Pool Party.

Retirement

• City matching to AZ State Retirement System & Long Term Disability (ASRS).
• Additional retirement solutions available through optional third-party on pre-tax basis, including457-deferred compensation and Roth IRA.

Closing Date/Time: 7/11/2024 5:00 PM Arizona

36,608

Kingman, Arizona United States View Map