Police Administrative Clerk
City of Gainesville, GA, Gainesville, GA, United States
Performs confidential administrative tasks to support the City’s law enforcement functions. Maintains accurate records of incident reports, arrests, accident reports, and warrants in compliance with GCIC/NCIC standards and federal and state laws. Handles public inquiries, training, and assists officers and courts in processing records requests and other administrative duties.
Major Job Responsibilities – Administrative Clerk
Assists the public, officers, and courts with routine, confidential and complex telephone and face‑to‑face inquiries regarding records requests.
Answers phone calls and assists the public. Maintains current knowledge of policies, procedures and laws to provide appropriate responses.
Enters confidential numerical and narrative data from numerous reports and sources, using independent judgment to determine relevant information.
Reviews reports and creates or merges master cards in the master name index.
Types and maintains various reports, records, cards, lists, and logs pertinent to law enforcement administration; enters written citations.
Arranges and files booking reports and case documentation by date, time, and case number; uploads booking photographs into RMS.
Maintains filing systems by cross‑indexing documents and correspondence alphabetically, numerically, or by other established classification.
Prints accident reports and disseminates to appropriate agencies or parties.
Logs driver‑licenses sent to the Department of Driver Services.
Receives, sorts, and routes incoming mail.
Utilizes RMS software to enter data.
Issues alcohol server permits and photographs applicants.
Ensures that wanted/missing person files and other files are maintained and stored in accordance with state and federal laws, GCIC rules and regulations, and department policy.
Processes criminal histories for pertinent information; checks tag numbers, VINs, serial numbers, and warrants for other agencies.
Enters bench/probation warrant information into GCIC and RMS.
Codes, types, files, and disseminates appropriate information and reports in line with the department’s operations, procedures, and policies.
Processes criminal histories for private and public employment with proper request/release forms.
Performs other related duties as required.
Major Job Responsibilities – Open Records Coordinator
Maintains records of all open records requests.
Communicates orally and/or in writing with the requestors.
Fulfills all open records requests pursuant to Georgia Law.
Reviews confidential information and data from numerous sources and, exercising independent judgment, determines relevant information for open records requests.
Maintains records of all files and documents received and stored to properly locate, disseminate, or destroy according to Records Retention Act policies and procedures; maintains a record‑retention log book noting file activity.
Maintains a record of any items stored off‑site.
Completes monthly permit report and forwards to Records Supervisor and Administrative Lieutenant.
Maintains records of server permits issued or denied.
Performs various duties related to retention and destruction of records in relation to specified retention schedules.
Reviews upcoming police video deletions for Evidence.com prior to deletion.
Performs other related duties as required.
Education and Experience
High School Diploma or G.E.D.
Two years of general clerical experience.
Three years of general office work; preferably one year of experience handling records in a law‑enforcement setting for the Open Records Coordinator position.
Knowledge of MS Office Suite preferred.
May require knowledge of RMS database software or the ability to learn.
Licenses and Certifications
Valid Georgia Class C Driver’s License and a satisfactory Motor Vehicle Record (MVR).
Must attain and maintain State and National Crime Information Center (GCIC and NCIC) certification within 30 days of hire.
Knowledge, Skills and Abilities
Knowledge of general office and law enforcement terminology and procedures, including business arithmetic and English.
Knowledge of general office filing and retrieval procedures.
Knowledge of dissemination laws as prescribed by federal and state statutes.
Knowledge of state, city, and departmental personnel rules, regulations, procedures, and forms.
Knowledge of federal regulations governing the release of information (Privacy Act).
Ability to perform relatively complex mathematical computations with speed and accuracy.
Typing speed of 35 words per minute.
Ability to perform work accurately and thoroughly.
Ability to conduct extensive research of records and data.
Ability to understand and follow oral and written instructions and to communicate clearly and effectively, both orally and in writing.
Ability to exercise tact and courtesy in dealing with the general public, law enforcement personnel, and co‑workers.
Ability to copy tapes, DVDs, and CDs when assigned as Open Records Coordinator.
This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be required to perform job‑related responsibilities and tasks other than those stated in this specification.
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Major Job Responsibilities – Administrative Clerk
Assists the public, officers, and courts with routine, confidential and complex telephone and face‑to‑face inquiries regarding records requests.
Answers phone calls and assists the public. Maintains current knowledge of policies, procedures and laws to provide appropriate responses.
Enters confidential numerical and narrative data from numerous reports and sources, using independent judgment to determine relevant information.
Reviews reports and creates or merges master cards in the master name index.
Types and maintains various reports, records, cards, lists, and logs pertinent to law enforcement administration; enters written citations.
Arranges and files booking reports and case documentation by date, time, and case number; uploads booking photographs into RMS.
Maintains filing systems by cross‑indexing documents and correspondence alphabetically, numerically, or by other established classification.
Prints accident reports and disseminates to appropriate agencies or parties.
Logs driver‑licenses sent to the Department of Driver Services.
Receives, sorts, and routes incoming mail.
Utilizes RMS software to enter data.
Issues alcohol server permits and photographs applicants.
Ensures that wanted/missing person files and other files are maintained and stored in accordance with state and federal laws, GCIC rules and regulations, and department policy.
Processes criminal histories for pertinent information; checks tag numbers, VINs, serial numbers, and warrants for other agencies.
Enters bench/probation warrant information into GCIC and RMS.
Codes, types, files, and disseminates appropriate information and reports in line with the department’s operations, procedures, and policies.
Processes criminal histories for private and public employment with proper request/release forms.
Performs other related duties as required.
Major Job Responsibilities – Open Records Coordinator
Maintains records of all open records requests.
Communicates orally and/or in writing with the requestors.
Fulfills all open records requests pursuant to Georgia Law.
Reviews confidential information and data from numerous sources and, exercising independent judgment, determines relevant information for open records requests.
Maintains records of all files and documents received and stored to properly locate, disseminate, or destroy according to Records Retention Act policies and procedures; maintains a record‑retention log book noting file activity.
Maintains a record of any items stored off‑site.
Completes monthly permit report and forwards to Records Supervisor and Administrative Lieutenant.
Maintains records of server permits issued or denied.
Performs various duties related to retention and destruction of records in relation to specified retention schedules.
Reviews upcoming police video deletions for Evidence.com prior to deletion.
Performs other related duties as required.
Education and Experience
High School Diploma or G.E.D.
Two years of general clerical experience.
Three years of general office work; preferably one year of experience handling records in a law‑enforcement setting for the Open Records Coordinator position.
Knowledge of MS Office Suite preferred.
May require knowledge of RMS database software or the ability to learn.
Licenses and Certifications
Valid Georgia Class C Driver’s License and a satisfactory Motor Vehicle Record (MVR).
Must attain and maintain State and National Crime Information Center (GCIC and NCIC) certification within 30 days of hire.
Knowledge, Skills and Abilities
Knowledge of general office and law enforcement terminology and procedures, including business arithmetic and English.
Knowledge of general office filing and retrieval procedures.
Knowledge of dissemination laws as prescribed by federal and state statutes.
Knowledge of state, city, and departmental personnel rules, regulations, procedures, and forms.
Knowledge of federal regulations governing the release of information (Privacy Act).
Ability to perform relatively complex mathematical computations with speed and accuracy.
Typing speed of 35 words per minute.
Ability to perform work accurately and thoroughly.
Ability to conduct extensive research of records and data.
Ability to understand and follow oral and written instructions and to communicate clearly and effectively, both orally and in writing.
Ability to exercise tact and courtesy in dealing with the general public, law enforcement personnel, and co‑workers.
Ability to copy tapes, DVDs, and CDs when assigned as Open Records Coordinator.
This class specification should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be required to perform job‑related responsibilities and tasks other than those stated in this specification.
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