TPD RECORDS CLERK

SUMMARY DESCRIPTION

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

Interact with the public both in person and over the phone in a calm and professional manner working in accordance with the mission, goals and objectives of the Tupelo Police Department and in compliance with governing federal and state laws.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Essential Functions – Daily Responsibilities 

Front desk personnel work in the Reception Area of the Tupelo Police Department. Front desk personnel are responsible for assisting with front office functions, interacting with guests and assisting those guests with the procedures of TPD. The front desk personnel must provide exceptional customer service to guests. Individuals in this role must have excellent customer relationship, management and communication skills. An ability to calm and deescalate situations is required. Successful Desk Personnel cultivate positive customer relationships based on their understanding of guests' needs. To function effectively in this position, the applicant will be exposed to and must work with information that is highly confidential in nature. Therefore, the successful applicant must maintain the confidentiality of all correspondence, directives and verbal discussions encountered in the work environment.

Some typical duties would include (but are not limited too):

• Answer and route telephone calls.
• Make referrals to the appropriate department or agency when possible.
• Direct visitors to the appropriate office or employee.
• Maintain office records such as accident reports and offense reports.
• Assist citizens with records requests.
• Complete local background checks as needed.
• Take and route messages and instructions.
• Complete routine offense reports for citizens as needed.
• Work with TPD systems to perform wanted persons checks as necessary.
• Work with MJIC and NCIC to complete driver’s license checks, felony warrant check, etc...

Essential Function – Problem Solving and Decision Making 

The responsibilities of the front desk personnel include taking complaints over the phone or in person. Effectiveness in this area requires the ability to identify and understand issues, problems and opportunities; obtain and compare data from different sources to draw conclusions; develop and evaluate alternatives and solutions to solve problems; and then choose a course of action. The position requires adaptability and flexibility---especially when experiencing changes or challenges in the workplace.

Equipment Used in the Performance of Essential Tasks:

 Computer, printer, copier, fax machine, telephone and police radio(s) are all utilized. Desk Personnel must be able to be certified at the state level as an MJIC operator. Desk Personnel must be able to utilize complex police reporting software (RMS) as well as standard multi-line phone systems. 

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

(Qualifications and Requirements can be changed based on the department’s needs as determined by the Chief of Police)

1. High school graduate (or equivalent) is required; 
2. A minimum of two years’ experience in essential tasks such as keyboard, data entry, typing, filing, and communication skills; OR
3. Two-year college degree (accredited) ;
4. Language skills: the ability to read, analyze and interpret correspondence, reports, and related materials; the ability to speak and communicate with other people; and the ability to compose correspondence
5. Each applicant will be subject to a complete background check.
   

License or Certificate:

Possession of a valid driver’s license.

Obtain certification with MJIC.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

• Use hands to perform digital manipulation techniques such as typing, filing, and operating office equipment
• Read and comprehend detailed and expansive correspondence 
• Speak clearly and communicate with others conversationally 
• Walk to and from various work areas in the assigned office 
• Sit for long periods of time at a work station or desk 
• Stand for long periods of time
• Listen to and comprehend information given verbally

WORK ENVIRNOMENT

Environment: The Desk Personnel primarily works in a climate controlled, indoor office setting. However, the outdoors will be encountered when conducting errands and commuting between offices. The environment will include microwaves, computer screens, and chemicals from office supplies (i.e. ink, cleaning fluids, copy machine toner, etc.). Employee will also encounter various paints, floor coverings and wall coverings, and may be in an office area that does not have windows.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents.

          Hearing: Hear in the normal audio range with or without correction.

DISCLAIMER

Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others; the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skill required of all personnel so classified. The job description is not an employment agreement and/or expressed or implied employment contract.

Management has the exclusive right to alter this job description at any time without notice.

To comply with the Americans Disability Act (ADA), the City may make reasonable accommodations for qualified individuals with disabilities to enable them to perform the essential job functions.

AI can make mistakes. To view the original job title, description and salary, click here.