File Clerk (Police - Major Crimes) bei City of Little Rock, AR
City of Little Rock, AR · Little Rock, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Little Rock
About the Department
JOB OBJECTIVE: To establish and maintain hard copy and computer filing and record-keeping systems of all active and stored case files and related materials for the Major Crimes Division of the Police Department.
Position Duties
- Establishes and maintains hard copy and computerized filing and record-keeping systems of all active and stored case files and related materials for the Major Crime Division of the Police Department.
- Receives case files; labels and reviews case files, documents, and other materials to ensure accuracy and compliance with Departmental policy; adds missing information to files and makes files corrections; recommends revisions to improve operational efficiency relative to file maintenance and to comply with all applicable federal, state, and local laws, ordinances, policies, and regulations; implements upon approval.
- Establishes and maintains a file checkout system; pulls case files as requested; photocopies entire case file prior to checking the file out of office, notarizes the file copy and maintains until the original file is returned; upon return of any file, verifies the returned case file against the copied file to ensure that all materials are returned in compliance with Departmental policy and refiles the case files; notifies supervisor of any case files discrepancies.
- Prepares a recommendation list of files to be purged; prepares material for permanent storage; prepares case files and related material meeting established criteria for destruction; notifies appropriate detectives, agencies, etc.; destroys case files and related material upon supervisor approval; ensures chain of custody and disposition of stored materials are in compliance with applicable federal, state, and local laws, ordinances, policies and regulations.
- Sorts, indexes, and files materials alphabetically, numerically, chronologically and by other predetermined categories.
- Scans and stores all case files, memorandums and related documents according to established policies and procedures; ensures safety, maximum space utilization, easy access and identification of files and materials.
- Compiles requested information relative to Freedom of Information Act (FOIA) requests as assigned; ensures files and related information are in compliance with applicable all rules, regulations, policies, and procedures; submits to supervisor for review.
- Prepares inventory and case file disposition reports.
- Serves as backup to other clerical personnel.
- Answers Division telephone lines, transfers calls to appropriate personnel or takes messages.
- Answers questions and provides information relating to active or stored case files from other employees, the public, and other agencies.
- Moves case files from various locations to the case file room and archive file rooms.
- Operates a computer with database, spreadsheet, and word processing software to generate correspondence and reports in the performance of essential job functions.
SUPERVISORY RESPONSIBILITIES: None.
Minimum Qualifications
- Must possess Arkansas Crime Information Center (ACIC) National Crime Information Center (NCIC) certification within six (6) months of employment and maintain certification for the duration of employment in this position.
- Must possess Notary Public certification within six (6) months of employment and maintain certification for the duration of employment in this position.
None.
- Performs other related duties as required.
- Knowledge of hard copy and computer filing and record-keeping systems.
- Knowledge of file storage principles and practices.
- Knowledge of standard office practices and procedures.
- Knowledge of computer fundamentals and business software, including database, spreadsheet and word processing software.
- Skill in the operation of a computer, utilizing database, spreadsheet and word processing software.
- Ability to maintain confidential material in the performance of essential job functions.
- Ability to compile and prepare reports.
- Ability to manage time efficiently and prioritize tasks, especially when dealing with large volumes of files.
- Ability to learn and apply departmental policies and procedures.
- Ability to maintain hard copy and computerized record-keeping systems.
- Ability to compile data and prepare reports.
- Ability to work in a constant state of alertness and in a safe manner.
- Ability to communicate effectively, both orally and in writing.
Other Qualifications
The physical demand characteristics and activities indicated below are representative of those that will be required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
YES | NO | |
work involves lifting, pushing, pulling or carrying 40 pounds or more | X | |
work involves the operation of earth-moving equipment or commercial motor vehicles | X | |
work involves the operation of non-commercial motor vehicles | X | |
work involves the operation of tools such as axes, shovels, sling blades | X | |
work involves the operation of motorized equipment such as chain saws, power saws, jackhammers, lawn mowers, tractors | X | |
work involves balancing, bending, climbing, stooping, twisting, or reaching out in unusual positions | X | |
work involves sitting for long periods of time | X | |
work involves running, standing, or walking over a long period of time | X | |
works above ground or floor level, such as on stools or ladders | X | |
works in a relatively high average degree of temperature over a long period of time | X | |
work involves considerable physical exertion of the whole body over a long period of time | X | |
work involves exposure to hazardous conditions | X | |
work requires near vision (20 inches or less) | X | |
work requires distance vision (20 feet or more) | X | |
work involves detection of color differences | X | |
work involves determination of the correct location of a sound, such as footsteps | X | |
work involves hearing and understanding conversation or sounds | X | |
work involves speaking/talking | X |
“For purposes of physical demands, the chart above subsumes the chart below.”
Strength Level | Duration of lifting or carrying | Level of Strength |
Sedentary work | Seldom lifts up to 10 pounds. Occasionally lifts up to 10 pounds. Frequently lifts an object weighing less than 1 pound. Constantly lifts objects with no weight. Spends less than 33% of the average workday standing. | |
Light work | Seldom lifts up to 11-25 pounds. Occasionally lifts up to 11-25 pounds. Frequently lifts 1 – 10 pounds. Constantly lifts objects with a weight of 1 pound or less. | |
Medium work | Seldom lifts up to 26-50 pounds. Occasionally lifts up to 26-50 pounds. Frequently lifts 11 – 25 pounds. Constantly lifts objects with a weight of 1 10 pounds. | |
Heavy work | Seldom lifts up to 51-100 pounds. Occasionally lifts up 51-100 pounds. Frequently lifts 26-50 pounds. Constantly lifts objects with a weight of 11 - 25 pounds. | |
Very Heavy work | Seldom lifts over 100 pounds. Occasionally lifts over 100 pounds. Frequently lifts over 50 pounds. Constantly lifts objects with a weight over 25 pounds. |
