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HomeMy WebLinkAboutPolice Clerk City of Port Townsend Job Description Police Clerk Classification title: Police Clerk Working title: Police Clerk Department: Police Union: Teamsters General Government FLSA status: Non-exempt Wage Classification: 13 Hours: 40 Effective date: Oct. 16; Oct. 2025 Reports to: Chief of Police Civil Service: Yes JOB SUMMARY Under general direction of the Chief of Police, performs specialized clerical and secretarial tasks unique to the support services section of the Police Department and serves as office receptionist. Work requires considerable public contact involving patience, tactful and courteous treatment of the public, and efficient, accurate processing of transactions. ESSENTIAL DUTIES AND RESPONSIBILITIES  Perform general office duties such as typing, filing, bookkeeping, and other duties, as related to the data and records keeping functions, and to include the processing of timesheets and purchase orders.  Type forms and other documents including reports, uniform crime reports, and operation of multi- level computers.  Receive walk-in questions and complaints from the public in the absence of an officer. Receive telephone call questions and complaints from the public. Answer and route routine incoming telephone calls for the Police Department and other agencies to assure that public needs are met.  Maintain accountability for reports and other statistics as directed, including processing validations.  Processes public records requests for the police department to comply with the Public Records Act.  Assist the Police Records Lead with operating the “ACCESS” database system and become familiar with the formats to enter and obtain information from the Washington Crime Information Center (WACIC), the National Crime Information Center (NCIC), and the Department of Licensing (DOL), and other agencies as required.  Ensure through posting, filing, and distribution that all data received via ACCESS is distributed to the appropriate personnel in accordance with Department procedures and guidelines.  Prepare, and/or assist in the preparation of National Incident Based Reporting System and other related statistical reports.  Issue permits and collect fees as assigned.  Maintain records and files as assigned.  Access computer-aided dispatching and computerized records; maintain accurate computerized files.  Maintain security of computerized records and files and release information to the public according to established law and procedures. Police Clerk  Operate police base station radio for communication with field officers.  Compose letters and reports from brief instructions or notes or on own initiative.  Review the file system on an ongoing basis to maintain an orderly filing scheme. Make necessary adjustments to the systems. Keep administrative file system books for all staff members up to date. Develop and maintain adequate purging system. Train employees in the use of the files, codes, and filing system.  Operate computer equipment, including personal computer and larger system. Perform word processing, spreadsheets, data base, electronic mail, criminal reporting, and other applications; data entry of police reports.  Assist with the proper and timely dissemination and routing of correspondence.  Assist with department website and social media updates and other public communications.  May assist the Police Records Lead with maintaining the Evidence Room in compliance with police department policy and procedures including but not limited to:  Packaging evidence for submittal to crime labs  Prepare crime lab requests  Secure evidence within the evidence room  Purge evidence and property from the evidence room  Participate in annual audits of the evidence room and processes  Prepare reports for the Chief of Police or designee  Handle bio-hazardous materials, large sums of cash or monetary instruments, firearms and other weapons, etc.  Maintain current list of employees and persons holding Port Townsend City Police commission and maintain personnel numbers.  Order office supplies as necessary.  Perform other administrative support functions as assigned by the Chief of Police. KNOWLEDGE, SKILLS AND ABILITIES  Demonstrated knowledge of the operation of fundamental office equipment including but not limited to copy machines, and multi-level computers.  Demonstrated knowledge of basic English composition, spelling, and grammar.  Proficient word processing and data entry skills.  Communication and interpersonal skills, with the ability to interact with diverse groups of people.  Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness.  Ability to effectively and efficiently communicate with team members, managers, and other departments, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues.  Ability to maintain cooperative and effective working relationships with co-workers, peers, management, and customers.  Ability to type accurately and rapidly.  Ability to interact with the public in a pleasant, tactful, and courteous manner.  Ability to complete clerical transactions rapidly and accurately. Police Clerk  Ability to read, understand, and execute written and oral instructions.  Ability to read, understand, and apply laws, standards and regulations.  Ability to function efficiently, effectively, and remain calm under varied high-stressed situations.  Ability to speak with a clear, concise, and well-modulated voice.  Ability to handle multiple tasks and meet a variety of deadlines.  Ability to operate motorized vehicles.  Ability to work with minimal supervision and to exercise judgment in carrying out duties.  Ability to maintain confidentiality and to use discretion in discussing confidential and sensitive matters.  Strong customer service focus including demonstrated experience serving a wide variety of people.  Demonstrated ability to multitask and prioritize in a busy and sometimes stressful environment.  Ability to demonstrate strong accuracy and attention to detail.  Ability to function under hectic and stressful conditions. QUALIFICATIONS Required  Minimum of 18 years of age  High school graduate or GED  Four years of general office experience  No felony convictions  No convictions or misdemeanor involving moral turpitude  Pass a job-related Civil Service examination  Must be able to pass an FBI fingerprint criminal history background check and successfully complete CJIS Security Awareness training before working in the secured portions of the City’s police department  Possess a Washington Driver’s License and maintain a driving record acceptable to the City’s insurance carrier Preferred  Experience working in a public sector law enforcement agency.  Experience in social media and website updating. Placement in this position is subject to a thorough background investigation including a polygraph. WORKING CONDITIONS Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to interact with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Police Clerk 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job- related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job related duties requested by their supervisors. All employees must comply with all City policies and procedures relevant to their position as a condition of City employment. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.