Job Description

The Records and Reports Clerk in the Administrative Services Bureau is a non-sworn position of the Oshkosh Police Department who receives supervision from the Records Supervisor and is responsible for assisting the Supervisor in the discharge of duties.

The primary responsibilities of the Records and Reports Clerk involve maintaining a record and filing system and responding to internal and external requests for this information in order to support the mission, vision, and values of the Oshkosh Police Department. This individual also serves as a link between the community and police personnel when assisting with duties at the reception desk.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• Manage and Process Reports (60%): Validate all incidents for Uniform Crime Reporting (UCR) and analysis to ensure that the department is compliant with all applicable state and local laws regarding reporting and record keeping.  Submit UCR reports as required by Federal and State UCR guidelines and provide training regarding UCR Quality Control.   Process crash report requests and manage related files. Disseminate related information upon request.  Review crash reports for any omission or error.  Keep and tabulate statistics related to crash reports and open records requests. Record and maintain all sensitive reports by locking/sealing reports and restricting access according to local and state laws, as well as department policy. Serve as the Department NCIC/CIB Validation Clerk.  Validate NCIC/CIB reports for state and federal agencies and prepare monthly and annual reports.  Cancel and/or correct entries which are in error or are no longer active.  Purge files as appropriate and necessary.  Prepare and present oral/written reports from corresponding reporting systems to management weekly or monthly, and make suggestions and recommendations for the improvement of operations. Assist with providing information and data for preparation of the Department’s annual report, grant funding, and CALEA accreditation requirements.
• Respond to Requests for Information (30%): Assist the public by providing information and processing all requests for copies of department documents, subject to provisions 19.35 and 19.36, Wisconsin Statutes, adopted by the City of Oshkosh, Section 1 – 23, City Ordinance. Billing for Open Records request fees.  Process authorized record checks for other agencies and complete background checks related to military, adoption, bartender license, taxi cab license, etc.
• Maintain Record and Filing System (10%): Edit and properly maintain key-holder and premise hazard records in the Computer Aided Dispatch system.  Download and process digital records into various records systems.

• Perform Other Tasks as Assigned.

REQUIRED MINIMUM QUALIFICATIONS

Required Training and Experience

• High School diploma or equivalent.
• Two (2) years of clerical experience involving working with the public and data processing.

 Necessary Knowledge, Skills and Abilities

• Knowledge of modern office principles and practices.
• Ability to prepare and maintain accurate and complete records.
• Ability to follow oral and written instructions.
• Ability to perform mathematical computations and to maintain a variety of records.
• Thorough knowledge of state statutes as well as department rules, regulations and procedures pertaining to the Open Records Laws, records and front desk functions/procedures.
• Thorough knowledge of Uniform Crime Reporting (UCR) practices and procedures or the ability to learn and utilize resources for UCR practices.
• Ability to successfully complete the Time System Operator and Validation Training.
• Ability to work with sensitive and confidential public and departmental information and contacts.
• Ability to plan work, make decisions and carry work through to completion without close supervision.
• Ability to learn modern computer technology and software applications to include, but not limited to, audio/visual recording software for the purposes of redacting when necessary, Laser fiche, etc. This includes the ability to accurately enter data into a computer via a computer terminal.
• Ability to communicate clearly and concisely, in oral and written format. Must be able to proofread and identify errors in records while processing work.
• Ability to maintain effective working relationships with employees, other agencies and the public.

TOOLS AND EQUIPMENT USED

All equipment that is generally used in an office setting such as: personal computers, printers, telephone, fax machine, scanner, calculator and copy machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit, talk or hear. The employee is occasionally required to walk, use hands/fingers to handle or operate objects, tools or controls and reach with hands and arms.  The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is moderately quiet to moderately loud.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interview, background check and job related tests may be required. Candidates must also comply with all written testing, physical requirements and any other special requirement as set by the Chief of Police and the City of Oshkosh.

The duties listed above 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 logical assignment to the position.

The 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.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 20,000 - 40,000.

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