Records Clerk

The Town of Ashland seeks qualified, experienced, and energetic candidates for the position of Records Clerk within the Ashland Police Department.

Statement of Duties: The Records Clerk is responsible for providing administrative, clerical, and customer service support for the Police Department.

Essential Functions:

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Billing and Records: perform generalized office administrative duties that consist of maintaining and processing of departmental records; maintain files on departmental records, accident reports, statistics, arrest records, citations, and the disposition of cases; update data in various systems for accuracy and changes in records; process and maintain various types of permits; ensure proper documentation of alarm calls in the daily Police log and into the Town’s financial system; maintain monthly alarm billing and submit invoices; reconcile parking ticket fines; issue insurance reports; collect fees; record transactions; issue receipts; maintain security of all records;

• Communication and Customer Service: provide customer service in person, via telephone and email; screen calls, take messages, direct inquiries, and answer questions; compose and edit correspondence, reports, memos, and other materials as assigned;

• Office Administration: manage equipment; perform office administrative duties including maintenance of departmental records, accident reports, statistics, arrest records and others; maintain security of records and accuracy of telephone numbers for dispatch use;

• Performs administrative data entry and other assigned administrative support functions; administrative duties and responsibilities may be modified as necessary at the discretion of the Chief of Police to meet departmental operational needs;

• Other duties as assigned by the Chief of Police or their designee

Education and Experience: A High School Diploma, or equivalent is required. One to three years of related experience is required. An equivalent combination of education and experience may be substituted for listed requirements at the discretion of the hiring authority.

Knowledge, Abilities, & Skills: Must be detail oriented and have excellent clerical and administrative skills. Must have strong computer skills in all Google Suite, Microsoft Office Suite applications. Must have excellent customer service skills. Must be able to establish and maintain effective work relations. Munis experience is preferred.

Supervision Required: The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently. The supervisor provides additional, specific instruction for new, difficult or unusual assignments and instructs on methods. The employee generally performs work based on understanding of the tasks and the nature of the operations. Unusual situations are referred to the supervisor for advice and/or further instruction. Review of work is to keep the supervisor aware of progress.

Confidentiality: Employee may have access to some confidential information that is obtained when performing essential functions.

Work Environment: The majority of work is performed in an office environment. Noise and physical surroundings may be distracting, but conditions are generally not unpleasant.

Physical Demands: Little or no physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking and standing, particularly when helping customers. May be required to lift objects such as files, boxes of papers and other office supplies, weighing up to 30 pounds.

Accountability: The nature of the work assures errors are usually detected in succeeding operations, either as part of an audit, reconciliation or review of work. Consequences of errors include missed deadlines, data errors and time loss.

Judgment: Employee exercises judgment when locating, selecting and applying the most pertinent practice, procedure, regulation or guideline. The work is governed by numerous standardized practices, procedures and instructions, however, additional interpretation is often needed to determine the best course of action.

Complexity: Work consists of a variety of duties that generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction or the information involved or sought in a particular situation. Employee must assess the course of action to follow.

Nature and Purpose of Contacts: Interactions with people are primarily with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other interactions are external customers, usually residents. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed people.

Motor Skill and Vision Requirements: Duties are largely mental rather than physical, but the job may frequently require motor skill for moving objects, operating computers, telephones and other office equipment. Visual demands involve reading of documents, on paper and electronically, for general understanding and analytical purposes.

This job description does not constitute an employment agreement between the employer and the employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

The Town of Ashland is an AA/EEO Employer