Part Time Records Clerk Job at Spotsylvania County, VA
General Statement of Job
Under direct supervision, performs clerical and administrative work for the purpose of maintaining the Department records. Performs a variety of receiving, recording and file maintenance duties; prepares reports from Department records and related activities; and provides general assistance with several Department functions such as preparing No Trespass orders, performing criminal background checks and assisting the general public.
Special Duties & Responsibilities
- Receives CCREs and submits required information to the State Police.
- Compiles and/or prepares a variety of reports from the Sheriff’s Department’s records and activities, DMV, accident reports,, impound sheets, etc.
- Receives and disburses all incoming and outgoing mail for the Sheriff’s Office, to include receiving and shipping of packages.
- Responsible for completing financial transactions for services rendered at the Records window with the general public and reconciles receipts and deposits daily.
- Receives and forwards complaint and compliment forms from the public.
- Receives FOIA requests and works with the Commonwealth Attorney’s office in redaction and processing of such requests.
- Maintains a variety of Department files and records to include the Criminal History files, fingerprints and photos.
- Scans and attaches files to Record Management System (RMS) and assists citizens with records requests such as premise histories, Incident Verification Reports and accident reports.
- Answers Department telephones, assists callers with questions and requested information. Refers callers to other staff members, departments and/or takes messages.
- Assists the Deputies with locating files and information; assists the general public by answering questions and providing requested information. Assists other public agencies upon request.
- Logs all warnings and summons and record on track it sheet for the Courts.
- Help and assist receptionist/desk deputy when he/she needs to be away from the front window. Performs Criminal Background Checks. Prepares “No Trespassing” orders and collect funds for fingerprints.
- Assists and/or completes expungements.
- Works as a team with coworkers and assists with other divisions as needed.
- Performs other related duties as required.
Minimum Training & Experience
High School Diploma or equivalent, supplemented by training in clerical or office management practices. Requires one (1) to two (2) years of experience providing customer service, clerical support, performing data entry, or maintaining files; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.
Special Requirements
- Ability to provide exceptional customer service to the public.
- Knowledge of the principles, practices and office equipment used in providing administrative and clerical support, and of common administrative information system applications such as word processing.
- Knowledge of the programs and activities of the Department and of various crime classifications/codes. Is able to enter, retrieve and maintain data in an automated information system.
- Ability to receive, record and distribute records; to generate reports by compiling information from records; to receive and refer incoming calls and visitors in a courteous manner; and to maintain assigned records.
- Ability to follow instructions.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
- Ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
- Ability to read department records and reports, payments, summons, forms, civil papers, checks, policies, procedures and correspondence.
- Ability to prepare reports from department records, logs of documents received and/or department activities; receipts, and other program documents using prescribed format.
- Ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.
- Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English and law enforcement terminology.
- Ability to utilize mathematical formulas. Must be able to add, subtract, multiply and divide.
- Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.
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