CITY OF MURRAY
POSITION DESCRIPTION
Class Title: Records Custodian
Pay Grade: 22
Department: Police
Supervisor: Chief of Police
Supervises: None
Class Characteristics: Under general supervision, provides administrative and clerical support for departmental administrative personnel; assists with departmental records; forwards information as requested; performs related work as required.
Examples of Duties:
Essential:
Provides administrative and clerical support for administrative personnel.
Prepares correspondence, memorandums, reports, subpoenas, warrants, etc.
Enters information for retrieval by Kentucky State Police of criminal incidents.
Forwards fingerprint cards, copies of missing persons reports, domestic violence reports, and accident reports to state agencies.
Prepares and maintains departmental files, including case reports, citations issued, Uniform Offense Reports, Uniform citations, Traffic Accident Reports, etc.
Maintains logs of case reports, accident reports, and citations issued.
Issues copies of accident and case reports for citizens and insurance company requests.
Collects time cards and forwards to payroll after approval; collects personnel information (vacation leave, sick leave, etc.) and forwards to personnel.
Maintains departmental personnel folders.
Prepares requests for required training for all departmental personnel.
Collects departmental invoices; checks for accuracy; prepares vouchers for payment; contacts vendors when questions arise and forwards information to accounts payable.
Maintains departmental supplies.
Assists with employment process as requested, including accepting, organizing and maintaining employment application forms, securing required testing materials and testing, etc.
Answers phone; processes mail, etc.
Upon absence of telecommunications officer, assists the telecommunications division.
Non-essential: None.
Minimum Qualifications:
Graduation from high school or equivalent supplemented by two years related work experience; business school training preferred, but not required.
Supplemental Information:
Knowledge:
Knowledge of modern office practices, procedure, and equipment.
Knowledge of business English, spelling and arithmetic.
Knowledge of federal and state laws, administrative regulations, local ordinances, departmental policies and procedures, and court requirements regarding police work.
Knowledge of computer hardware and applicable software programs.
Skills:
Skill in the use of keyboards, computers, and standard office equipment.
Filing skills.
Oral and written communication skills.
Abilities:
Ability to carry out continuing assignments requiring the organizing of materials and the preparation of reports.
Ability to keep information confidential.
Ability to communicate effectively, orally and in writing.
Ability to establish and maintain effective working relationship with fellow employees and officials, other public safety agencies, and the general public.
Good judgment, tact, accuracy, neatness, thoroughness and integrity.
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